POLISH LANGUAGE COURSESConditions

REGULATIONS OF THE LANGUAGE COURSES

 

GENERAL TERMS AND CONDITIONS OF PARTICIPATION IN LANGUAGE COURSES

These General Terms and Conditions set out the rules governing the provision of language courses and related services by SayPolish Language School, hereinafter referred to as the “School”.

1. General Rules

1.1. Language courses offered by the School are provided:

• a) in groups;

• b) on an individual basis;

• c) in a face-to-face or online format, depending on the course offer.

1.2. Registration for a course can be completed by filling in the registration form available on the School’s website.

1.3. Payment for the course constitutes confirmation of registration and acceptance of these General Terms and Conditions.

1.4. The registration form constitutes the basis for preparing the agreement concerning participation in the course (the “Agreement”).

1.5. The Participant is required to provide correct and up-to-date contact details, in particular an email address and telephone number.

1.6. The School shall not be responsible for any consequences resulting from the Participant providing incorrect or outdated contact details.

2. Course Organisation

2.1. In order to register for courses at levels A2, B1, B2 or C1, the Participant may be required to:

• a) complete a placement test;

• b) take part in a qualification interview with a teacher;

• c) complete both of the above.

2.2. Information concerning the course start date and other important organisational matters will be sent by email to the address provided by the Participant during registration.

2.3. The Participant is responsible for regularly checking the email address provided to the School.

2.4. The first lesson of a face-to-face or online course may take place online via Microsoft Teams. This allows a School representative to participate in the first lesson and, if necessary, make organisational changes to the group.

2.5. A standard group consists of approximately 10 participants.

2.6. The School reserves the right to cancel a group or offer the Participant a place in another group at the same or a similar language level if the number of participants in the group is fewer than 4.

2.7. The alternative group may have a different schedule and/or a different form of instruction.

2.8. The School reserves the right to change the teacher during the course if this is necessary for organisational reasons or due to other justified circumstances.

2.9. The School reserves the right to postpone the start of a course by up to 30 days for organisational reasons.

2.10. The Participant will be informed about any change to the course start date by email.

2.11. At the end of the course, the Participant may be required to take a final test.

2.12. Passing the final test may entitle the Participant to continue their studies at the next level, subject to the availability of an appropriate course.

2.13. All organisational and administrative matters concerning the course must be directed to the School’s office at info@polishlanguagecourse.pl.

2.14. Teachers are not responsible for handling formal requests, cancellations, refund requests or other administrative matters. All such matters must be directed to the School’s office at info@polishlanguagecourse.pl.

3. Communication

3.1. Official communication concerning organisational and administrative matters is handled by the School’s office at info@polishlanguagecourse.pl.

3.2. The Participant is required to promptly inform the School of any changes to their contact details.

3.3. If the Participant has provided separate consent to receive marketing communications, the School may send information regarding its services, courses and offers by email, SMS or other legally permitted communication channels.

3.4. Withdrawal of consent to receive marketing communications does not affect the lawfulness of processing carried out before such withdrawal.

4. Photos and Video Recordings

4.1. The School may take photographs or video recordings during classes or events organised by the School. Such materials may be used for the School’s marketing and promotional purposes, to the extent permitted by applicable law and on the basis of an appropriate legal basis.

5. Documents

5.1. Documents requested by the Participant are normally prepared and issued within 1 business day from the moment the School receives all required information and any required payment.

5.2. In the event of unexpected circumstances, organisational or technical problems, or other circumstances beyond the School’s reasonable control, the document preparation time may be extended to 7 business days.

5.3. The deadlines referred to in Sections 5.1 and 5.2 apply to the preparation and issuance of documents by the School and do not include the time required for delivery by a postal operator, courier company or other delivery service provider.

5.4. Documents may be sent within Poland via InPost parcel lockers or another delivery method selected by the School.

5.5. Documents sent abroad may be delivered via Polish Post or a courier company.

5.6. Any applicable delivery costs will be communicated to the Participant before the delivery is arranged.

6. Fees

6.1. The course fee includes:

• a) language classes;

• b) a textbook or e-book and additional materials used during classes, unless otherwise specified for individual or intensive courses;

• c) a final assessment or progress test;

• d) a certificate of course completion, provided that the applicable attendance and course completion requirements have been met;

• e) participation in a cultural programme, if included in the relevant course;

• f) consultations with the teacher, if included in the relevant course.

6.2. The course price will not be increased during the agreed course period unless this has been expressly agreed with the Participant or is required by applicable law.

6.3. Payment for the course may be made:

• a) in full before the course starts; or

• b) in two instalments, exclusively for courses offered at the regular price and not subject to any discount, promotion or special price.

6.4. In the case of courses subject to a discount, promotion or special price, the full course fee must be paid before the course starts. Payment in instalments is not available for discounted, promotional or specially priced courses.

6.5. Where payment in two instalments is available:

• a) the first instalment amounts to 50% of the course fee and is payable upon registration;

• b) the second instalment amounts to 50% of the course fee and is payable by the end of the third month of study.

6.6. Participants joining an existing group after the course has started may be subject to an individual payment schedule agreed with the School before participation in the course begins.

6.7. Payments may be made by bank transfer to the School’s bank account or, where available, in cash at the School’s office.

7. Absences

7.1. The School does not provide refunds or additional classes due to individual absences of the Participant, except where such an obligation arises from applicable law or has been expressly agreed with the School.

7.2. If the Participant expects to be late, they should inform the School or the teacher, where possible no later than 6 hours before the scheduled start of the class.

7.3. If none of the Participants appears within 15 minutes of the scheduled start of the class and the School has not been informed of any delay or other circumstances, the teacher may end the class.

7.4. In the situation described in Section 7.3, the class may be considered completed and may not be rescheduled.

7.5. After 8 unjustified absences, the School may remove the Participant from the group, subject to applicable mandatory provisions of law.

7.6. The School reserves the right to cancel or reschedule classes in exceptional circumstances, including:

• a) teacher illness;

• b) technical problems;

• c) system or equipment failure;

• d) other circumstances beyond the School’s reasonable control.

7.7. If a class is cancelled, the School will take reasonable steps to arrange a replacement class or provide another appropriate solution.

7.8. Participants who do not complete the course may not receive a certificate of completion.

8. Visa and TRC Courses

8.1. Participants who require documents from the School for visa purposes or in connection with obtaining a temporary residence permit/card (Temporary Residence Card – TRC) should contact the School before making the payment.

8.2. The Participant is responsible for independently verifying the current visa and residence requirements with the relevant consulate, Polish embassy or competent authority.

8.3. Issuing a confirmation of participation in a course for visa or residence purposes does not guarantee the issuance of a visa, residence permit or any other immigration document.

8.4. In the case of courses connected with a visa application or an application for a temporary residence permit/card (TRC), the School reserves the right to change the course format from face-to-face to online if this is justified by organisational or technical reasons, safety considerations, decisions of competent authorities or other circumstances beyond the School’s control.

8.5. Changing the course format from face-to-face to online does not automatically constitute termination of the Agreement or entitle the Participant to a refund, subject to the Participant’s rights under mandatory applicable law.

8.6. A Participant applying for a visa or temporary residence permit/card (TRC) is required to have paid accommodation for the entire duration of the course, where proof of accommodation is required in connection with the visa or residence procedure.

8.7. At the School’s request, the Participant must provide a document confirming that accommodation has been paid for the entire duration of the course.

8.8. If the Participant fails to provide a document confirming payment for accommodation for the entire duration of the course, a refund request relating to a visa refusal or problems obtaining a TRC will not be considered.

8.9. In the event of a visa refusal, a Participant who wishes to request a refund must submit:

• a) a rejection letter confirming the visa refusal;

• b) an invoice or other document confirming payment for accommodation for the entire duration of the course.

8.10. The documents referred to in Section 8.9 must be sent to manager@polishlanguagecourse.pl.

8.11. A refund request submitted without the required documents will not be considered.

8.12. A refund will not be available where the visa refusal resulted from the Participant providing false, incomplete or misleading information, fraudulent activity, failure to meet visa requirements or other circumstances attributable to the Participant, subject to mandatory applicable law.

8.13. Participants applying for a visa are advised to contact the relevant consulate or Polish embassy before making the payment and independently verify the current visa requirements.

8.14. The Participant may request a change to the course start date once, subject to availability and applicable visa or residence requirements.

9. Cancellation and Withdrawal

9.1. The Participant may resign from participation in the course by submitting a written statement to the School’s administration or by sending it to info@polishlanguagecourse.pl.

9.2. Nothing in these General Terms and Conditions limits the statutory rights of a consumer, including the right to withdraw from a distance contract where such right is available under applicable law.

9.3. If a consumer enters into an agreement with the School remotely, for example through the School’s website, the consumer may have a statutory 14-day right of withdrawal, subject to the exceptions provided by applicable law.

9.4. If the Participant expressly requests that the provision of services begin before the expiry of the statutory withdrawal period, the School may begin providing the services before that period expires.

9.5. If the Participant subsequently exercises the statutory right of withdrawal, they may be required to pay for services actually provided up to the date of withdrawal, to the extent permitted by applicable law.

9.6. If the School fully performs the service before the expiry of the withdrawal period, following the Participant’s express request and after informing the Participant of the consequences of such request, the statutory right of withdrawal may no longer apply, to the extent permitted by applicable law.

9.7. In the case of cancellation that does not constitute the exercise of a statutory right of withdrawal, the following rules apply:

• a) if the Participant cancels the course more than 4 weeks before the scheduled start date, the amount paid will be refunded, subject to any non-refundable costs expressly specified before payment;

• b) if the Participant cancels the course less than 4 weeks before its start, any applicable refund may be reduced by the agreed deposit or other costs expressly specified before the Agreement was concluded;

• c) if the Participant cancels the course after it has started, the amount of any applicable refund will be determined in accordance with the Agreement, these General Terms and Conditions and mandatory applicable law;

• d) intensive courses may be subject to specific cancellation and refund conditions, which will be communicated to the Participant before payment;

• e) courses purchased at a promotional, discounted or special price may be subject to specific refund conditions, which will be clearly communicated to the Participant before payment.

9.8. The School does not exclude or restrict any statutory rights of the Participant concerning withdrawal from the Agreement or refunds.

10. Refunds

10.1. Where the Participant is entitled to a refund, the refund will generally be made by bank transfer to the bank account indicated by the Participant.

10.2. For contractual refunds that are not subject to a mandatory statutory deadline, the School will generally make the refund within 90 days from the date of receiving a complete and correctly submitted request together with all required documents.

10.3. The School will review a refund request within 14 days of receiving all required information and documents and will inform the Participant of its decision.

10.4. The refund procedure set out above does not limit any statutory deadline or consumer right arising under Polish or European Union law.

10.5. Where applicable law provides for a shorter refund period, the statutory period shall apply.

11. Force Majeure and Exceptional Circumstances

11.1. The School shall not be liable for failure to perform or improper performance of services caused by circumstances beyond its reasonable control.

11.2. Such circumstances may include, in particular:

• a) epidemics and pandemics;

• b) restrictions or decisions of governmental authorities;

• c) natural disasters;

• d) technical failures;

• e) interruptions in the supply of electricity or telecommunications services;

• f) acts of war;

• g) other events constituting force majeure.

11.3. In the event of such circumstances, the School will take reasonable steps to provide an alternative method of delivering the course, in particular by moving classes online where possible.

12. Personal Data Protection

12.1. Information concerning the processing of the Participant’s personal data, the legal grounds for such processing and the Participant’s rights is available in the School’s Privacy Policy published on the School’s website.

12.2. The Participant should read the Privacy Policy before registering for a course.

13. Final Provisions

13.1. These General Terms and Conditions are governed by the laws of the Republic of Poland.

13.2. If any provision of these General Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in force to the extent permitted by applicable law.

13.3. Matters not regulated by these General Terms and Conditions shall be governed by applicable Polish law, including consumer protection legislation and the relevant provisions of the Polish Civil Code.

13.4. The School reserves the right to amend these General Terms and Conditions where necessary, in particular due to changes in applicable law or changes in the organisation of courses.

13.5. Amendments to these General Terms and Conditions shall not affect rights already acquired by Participants and shall be communicated in accordance with applicable law.

13.6. By registering for a course and making payment, the Participant confirms that they have had the opportunity to read these General Terms and Conditions and accepts their provisions, subject to any mandatory statutory rights.