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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 on our website http://www.carlosveducation.com/en/payment-methods.

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. 

https://www.carlosveducation.es/en/payment-methods/.

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

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

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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

By signing the registration form, the student or, if applicable, his/her legal representative, accepts the following terms and conditions and .

1 Registration

1.1 The particular conditions of each course in terms of duration, sessions, starting and end dates, contracted services and as well as the levels and specific associated activities will be expressed in the budget.

1.2 The teachers will be native Spanish speakers and groups will never exceed 20 students.

1.3 Students will be organized by levels of knowledge and the final schedules will be communicated prior to the beginning of the course. The School reserves the right to modify the timetable according to organizational needs.

1.4 Students must be at least 16 years of age except in junior programs. Students under 18 years of age must present prior authorization.

2 Course fee

2.1 The price of the course generally includes:

  • Registration and the initial level tests.
  • Course consumables, notebooks, pens and other necessary materials.
  • Level test simulations.
  • Student guide, information about the school and the city.
  • Participation in general and free activities of the School.
  • School Wifi.
  • Certificate of attendance/completion of the course (not officially valid).
  • 24-hour student service.

2.2 Course fee does not include

  • Transfer to the airport or train station.
  • Travel insurance
  • Access to specific activities that will be established with a cost.
  • Official fees for level exams.
  • Anything that is not expressly stated in the registration or in the general conditions.

 https://www.carlosveducation.es/en/payment-methods/.

3 Accommodation

3.1 In cases where the student hires Accommodation he/she must communicate one week in advance the time of arrival and departure of the same. Being Sunday the official day of arrival from 17:00 h. and departure before 12:00 h.

3.2 The School will indicate to the student the Accommodation according to the requirements set by the student, and the school may change the Accommodation always and when these characteristics are matched or exceeded.

3.3 Any change of Accommodation requested by the student without justified cause will entail a management cost to be borne by the student and this change will be possible as long as there are places available of similar characteristics to those contracted.

3.4 Once the stay at Accommodation has begun, it can only be abandoned by giving one week’s notice in writing.

3.5 The student will accept all the rules indicated by each Accommodation or establishment.

4 Collection transport

4.1 In cases where the student hires transportation, he/she must communicate one week in advance the information of the arrival flight and departure flight. The contract is for a single journey between the school and and Accommodation chosen by the student.

4.2 The School will indicate to the student the place and meeting time.

4.3 Any changes that may occur must be communicated to the telephone number indicated in the information of the School and always with sufficient time in advance so that the School can reorganize the collection. Any extra charges that these changes entail must be paid by the student.

4.4 If the student does not show up within 60 minutes of the agreed time and location the service will be cancelled, but the student will still have to pay for the service.

5 Reservation procedure and registration

5.1 The student must send the duly completed request for quotation to and . The school will confirm the student’s participation by e-mail, attaching the quotation with the conditions and and the total amount of the course.

5.2 The student must transfer the full amount or a minimum of 150 € to reserve the place.

IMPORTANT: as long as the transfer is not received, the student’s place will not be blocked.

5.3 One month prior to the beginning of the course, the student must transfer the rest of the amount to complete the total price of the course.

5.4 In all transfers made by the student must indicate his name and send as far as possible the proof of the transfer to the school. Bank charges will always be paid by the student.

5.5 For cancellations made one month in advance the school will refund the amount of the course minus the reservation fee (150 €), for cancellations made less than one month in advance the school will not refund any amount to the students. IMPORTANT: All cancellations must be in writing.

6 cancellations

6.1 All cancellations must be communicated in writing by e-mail to info@carlosveducation.com in order to be valid.

6.2 For cancellations made one month in advance the school will refund the amount of the course minus the reservation fee (150,00 €).

6.3 The school will not reimburse any amount for those made less than one month in advance, but the student will be able to use the same amount for the completion of a course of similar characteristics and provided there is availability.

6.4 Once the course has begun, if the student has to abandon the course for reasons beyond the School’s control, no refund will be made.

6.5 The school may cancel the group if there are no confirmed places. When only one or two people participate in the group, the teaching sessions may be reduced by half.

6.6 In case of force majeure or pandemic, the student will have the right to cancel his/her participation in the course and to receive all amounts paid to date.

7 Groups

7.1 The student will take a level test before arriving at the school, which will allow the school to assign him/her to a group according to his/her level and interest.

7.2 Upon the student’s arrival at the school, a new level test, this time personal, will be carried out to confirm the language level and incorporate the student into the group that finally corresponds to him/her according to his/her level.

8 Student insurance

8.1 The School has a general liability insurance for all students and for those incidents that may occur within the facilities, incidents occurring outside these or on the way to them will not be covered.

8.2 The student may take out a private travel insurance policy to cover all other incidents that may occur. The School recommends taking out medical insurance, especially for non-European Union students.

9 School conditions

9.1 The School has a complaints book in accordance with official regulations.

9.2 On national or local holidays (Seville) no classes will be held and no refunds will be made for such classes.

9.3 Violence or disrespect to other classmates or school personnel may force the student to leave the course.

9.4 The student authorizes the school for those graphic images or videos, in any format, that the School may capture, to be used to inform and/ or to publicize the activity of the same. These may be reproduced in paper format, on the school’s websites, social networks, as well as in publications owned by the School. The treatment of such material will always be from the respect and in accordance with the Organic Law 3/2018, of December 5, 2018, on the Protection of Personal Data and of Guarantee of Digital Rights (LOPD GDD), being able to exercise the rights of access, rectification, cancellation and opposition in relation to their personal data subject to these treatments, via email marketing@carlosveducation.com. The images will not be used for any purpose other than that expressed.

9.5 These general conditions will be delivered and signed by the student upon arrival at the School.

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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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/.

  1. 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.

  1. 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.