Terms and Conditions
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In accordance with Belgian law, Easy Languages / Langues Vivantes is an authorized travel agency. We adhere to the Commission de Litiges Voyages asbl and the terms and conditions as defined in the Law of 16/02/94 (PDF, French). All of our programs are covered by liability insurance (provided by l’Européenne), which protects our clients in case of bankruptcy on the part of our organization. The clauses below represent the terms and conditions particular to this organization.
The act of enrolling for one of our programs implies complete adhesion to the conditions listed below.
Terms and Conditions for short duration programs (less than 12 weeks)
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1. Enrollment and payment
Enrollment- To enroll for our programs, please send us an enrollment application with an identity photo. We accept applications by mail, fax (+32 (0)2 280 07 87), e-mail (info@languesvivantes.com) or via our online application form.
- We will notify you of reception of your application within two business days. Your enrollment will be confirmed on payment of an initial deposit of 250€ (programs from 1 to 4 weeks), 1000€ (longer than 4 weeks) or of another agreed sum.
- You will receive the address and telephone number of your host family (or the information concerning your residence), as well as other practical information, approximately one week before departure.
Methods of Payment
We accept credit card payments. Please note that credit card transactions require a 3% finance and treatment fee. There are no additional fees for check or bank transfer payments.
Enrollments are valid and confirmed and these conditions are considered known to the participant/guardian upon reception of an ad hoc enrollment form and deposit payment.
Late Enrollments
Late enrollments are enrollments in which we receive the application form and payment less than four weeks before departure of a summer program, or less than two weeks before a departure during the rest of the year. The full programs are indicated on this site. If a program is full, we will propose an equivalent substitute.
In case of late enrollments, the total price of the program must be paid in one payment. A 15€ fee will be added to cover administrative costs (70€ if a visa is necessary to cover the cost of express mailings). The address of accommodation and other useful information will be transmitted by telephone, fax or e-mail.
2. Program Prices: Lowest Price Guarantee and Price Conversions
If, within 15 days of your enrollment with us, you find an identical program (with a duration of 4 weeks or longer) on the same dates, at the same school, in the same city and with the same accommodation option through another language travel agency in Belgium or France for a better price (as published in an official brochure and listed in Euros) we will reimburse the totality of the difference. Promotional and individualized offers are excluded. This guarantee also applies to all Individual Home stays (private teacher) Programs, including stays one to three weeks long.Prices for Programs outside the Euopean Union (USA, Canada, Australia, New Zealand)
Easy Languages offers you the best price by avoiding charges related to exchange rate conversions and by facturing your invoice in the currency of origin (except for junior summer programs whose prices are fixed in €). Our prices for these destinations are final and expressed in $ (American, Australian, Canadian and New Zealand, depending on your destination), which then become the currency used for all program charges.
You have the choice between:
- Paying the amount, indicated on your invoice, in $ (by money transfer or credit card to the account specified with the $ symbol on your invoice).
- Paying the amount in €, as indicated on your invoice as a reference. This amount will remain unchanged if the total invoice is paid in one installment, within the 10 days following the confirmation (email or fax). The amount may vary (upwards or downwards) if you pay the balance in several installments. Prices listed in Euros include a fee of 3%, in order to cover exchange rate fluctuations between the moment the invoice is issued to the moment it is paid (maximum 10 days later). If you plan to pay in several installments, payment must be conducted in the same currency. Supplemental services, such as transport and insurance, must be invoiced in Euros.
Our prices are calculated based on the exchange rate of 31/10/2008 and are final for all destinations in the Euro zone. For other destinations, prices may vary according to currency exchange rate fluctuations. In the case of a drastic change in the exchange rate, we reserve the right to modify the cost of the program up to three weeks before departure.
Reductions
- A family discount applies to each enrollment after the first, per family (same household).
- Mini-group discounts are available for groups of two or more enrolling in the same program.
This discount is combinable with the family discount as well.
The exact amounts of these discounts vary depending on the duration of the course:- 15 € (2 to 4 weeks)
- 25 € (5 to 12 weeks)
- 75 € (12 weeks and more)
Validity
Prices are valid for the year in which the participant applies. If a participant applies for a departure a year in advance, it is possible that prices will vary according to conditions established by our local partners.
Our services include: registering you with the school, flight reservations (if you wish), organization of airport pickups and drop-offs, and any other additional required services (assistance in obtaining visa, for example), at no additional cost or registration.
3. Transportation and Program Organization
Travel DocumentsAll participants are assumed to have the necessary travel documents prior to departure. For citizens of the European Union, an identity card is sufficient for all programs within the EU. Passport and visa are necessary for programs outside of Europe. We will send you the necessary documents to obtain your visa upon reception of program payment. Please be sure to take care of this as early as possible, since this process can take weeks or months depending on the destination.
Transportation
Our travel agency department (lic. A 5034) will arrange all ticketing if you request this service or if it is included in the program you choose. We decline any responsibility in the case of delays, accidents, strikes, loss or other incidents for which transportation companies are responsible (including bus, ferry or airline companies). While we make every effort to limit the consequences of these events, any extra charges resulting from such events are the participant’s responsibility.
Program Extensions
All requests to extend programs will be accepted (depending on availability) and at no additional cost. However extra weeks will be billed at the regular price and not at the reduced "extra week" fee. Any possible fees obtained in modifying transportation arrangements will be the responsibility of the student.
Internal Rules of the School or College
Participants are obligated to learn and respect the internal rules of the school or college where they take classes, notably concerning course participation (usually obligatory). Participants are not authorized to skip classes except in cases that have been specifically excused by the school, such as medical reasons.
Schedules and Course Duration
Courses may take place in the mornings or afternoons depending on student placement and program intensity. The duration of each lesson is specified in each program description. One “hour” of class is generally 40 to 60 minutes of instruction.
Public Holidays and Vacation Periods
Courses will not take place during the host country’s official holidays (list available on request). Except for individual home stay programs, these courses are not made up nor reimbursed.
Homestay Accommodation
Our homestays are not necessarily in "traditional" families; families of all types (traditional, reconstituted, retired, single-parent etc.) can host our students. The description of the family and/or lodging that you receive before departure is just a rough guide and not binding.
Participant Age
The ages mentioned on this site are only guidelines; older or younger students may be accepted depending on motivation and availability.
Problems during the Program
In case of a problem during the program, the participant must inform our Brussels office and the local contact person immediately in order to allow us to respond in a timely manner. If the problem cannot be resolved locally, all claims must arrive in our office in writing within 15 days of a legal issue. In the case of a serious legal issue, only the courts of Brussels or Namur are able to process such cases.
Student Status
For all of our programs, the participants hold the status of student and are enrolled full-time in the educational institution. Family government grant (allocations familiales) documents can be completed on-site by the school secretary if needed.
4. Cancellation
4.1 Cancellation by the Student- General conditions for cancellations
- Programs in the EU and 1 to 4 weeks long
- Cancellation more than 8 weeks before the beginning of a course: we will refund you the entirety of your payment minus 50% of the deposit. The cancellation must be given in writing; an ordinary letter is sufficient.
- Cancellation 4 to 8 weeks before the beginning of courses: we will refund you the entirety of your payment minus the deposit. The cancellation must be given in writing; an ordinary letter is sufficient. (Deposit for European programs 1 to 4 weeks long: € 200, other programs: 600 to 1000 €).
- Cancellation less than 4 weeks before the beginning of the course: no reimbursements are given without cancellation insurance (see below).
- Programs outside of the EU or more than 4 weeks long
- Cancellation more than 16 weeks before the beginning of the course: we will refund you the entirety of your payment minus 50% of the deposit. The cancellation must be given in writing; an ordinary letter is sufficient.
- Cancellation 16 to 8 weeks before the beginning of the course: we will refund you the entirety of your payment minus the deposit. The cancellation must be given in writing; an ordinary letter is sufficient (1000 € or another agreed amount).
- Cancellation less than 8 weeks before the beginning of the course: no reimbursements are given without cancellation insurance (see below).
- Programs in the EU and 1 to 4 weeks long
- Cancellation due to academic failure:
Except an administrative fee of 50 €, the entirety of the course fees will be refunded when we receive official proof of failure, minimum 28 days before departure. This clause is applicable to programs in Europe from 14/7 to 31/08. - Program interruption / early return:
Once students have begun a program, no refunds will be accorded for voluntary early returns or expulsion. In the case of an early return due to exceptional circumstances, refunds will only apply in cases of month-long blocks of missed classes and are subject to administrative fees. Official proof of circumstances must be provided. - Cancellation insurance:
Participants may purchase cancellation insurance to cover possible forced cancellations before departure or in case of sickness requiring bed rest, accident or academic failure (see Insurance and Guarantees).
In the case of cancellation by us, the entirety of the amount paid will be refunded to the student as well as a credit of 100€ for any other program that we offer, excluding all other indemnities.
5. Responsibilities of the Participant and the Organizer
- All participants must take responsibility to have all necessary travel documents in order
- All participants must have adequate medical insurance
- All participants must arrive at the proper meeting places at the arranged time and with all necessary travel documents
- For all programs, Easy Languages / Langues Vivantes declines all responsibility for losses due to theft or accident during the program
- All participants must obey the rules of the program in which they participate.
- Repetitive or severe poor behavior contrary to the spirit of the program, damaging to the reputation of the school, host family or organization or requiring police intervention may result in the immediate termination of the student’s curriculum and return to the home country at the expense of the participant and without refund of any kind.
- Easy Languages / Langues Vivantes reserves the right to terminate any student’s curriculum and return any participant to their home country if that participant has a medical or psychological condition that is not mentioned on the enrollment application and requires specific treatment.
- Easy Languages / Langues Vivantes reserves the right to use images of participants participating in our programs in our promotional material, including our website, E-mails, brochures and posters. Personal and identifying information shall remain totally confidential.
6. Minors and Supervised Programs
Tardiness and Loss of DocumentsIf a student’s tardiness prevents participation in an organized activity or excursion, no refunds or compensation will be provided. If a student’s tardiness or loss of documents or tickets prevents the student from participating in a pre-arranged return trip, Easy Languages / Langues Vivantes’ responsibility is limited to contacting the emergency contact listed in the enrollment application. Guardians have the choice of taking over responsibility or allowing us to take care of the student. In the latter case, Easy Languages / Langues Vivantes will arrange all necessary accommodation, travel and meals for the student. Necessary additional costs will be billed accordingly.
Responsibilities of Participants, Group Leaders and Host Families
During the supervised programs in England and the Netherlands, the duties of the group leaders are to supervise students during transport, organize activities and assist participants in case of any difficulties. As the participants generally stay in host families, neither the Group Leaders nor the agency is able to directly control their individual comings and goings, their actions while on location or evening curfews outside of the organized activities. We therefore require that participants, and especially minors, who enroll for our programs display a sufficient level of maturity and discipline, notably concerning their evening activities and courtesy to their host families.
Evening
For students who wish to go out in the evenings, we maintain the following curfews: 15 and under: not allowed to go out in the evenings; 15-16: back home by 10 pm; 17: 11:30 pm. If students wish to form another arrangement, please contact us before departure. However the rules that the host family sets overpower all other arrangements. Any abuse indicated by the host family will be communicated to the students’ guardians.
For the junior programs, individual outings are not authorized and all evenings must be spent with the host family.
Outside of Europe, individual outings by minor participants are not authorized.
Terms and Conditions of Long-term Programs (12 weeks and longer)
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1. Enrollment Details
- Send the enrollment form (online, faxed or mailed by post), complete and signed, to Easy Languages / Langues Vivantes.
- For the programs with host families, please include a letter of introduction in the target language including three photos of yourself with a couple of comments about yourself. We will send you a confirmation within two business days.
- For programs requiring a visa, please include a photocopy of your passport
- Pay the deposit of 1000 € (or another pre-arranged amount) so that we can guarantee your enrollment.
- Pay the rest of the invoice.
- Within 15 days of your departure, you will receive the address of your host family, all necessary information about your program and the city in which you will be staying, potential formalities that may need to be carried out upon arrival, and useful contact information to be used during the program.
- If you are registering from a country outside of the European Union and you require a visa, the documents needed to obtain the visa will be sent to you after we receive the total payment of academic and accommodation fees for the requested program.
An additional fee of 15€ will be charged for programs reserved less than four weeks before departure (80€ if a visa is necessary to cover the cost of express mailings).
Enrollments are valid and confirmed and these conditions are considered known to the participant/guardian upon reception of an ad hoc enrollment form and deposit payment, no matter the format of the form (paper, faxed, e-mailed or online form).
2. Payment Details
Deposit:To guarantee your reservation in a program, a deposit of 1000€ (or extraordinary circumstances, a different agreed-upon amount) will be paid during the time of enrollment.
Payment:
Other than the occasional extraordinary circumstance, which will be indicated on your confirmation, payment for your program will be paid in three installments of equal amounts on the following due dates (before departure): January 15, March 15 and May 15 (for June-October departures); June 15, September 15 and December 15 (for November-May departures). The full account can be paid in one installment in the case of amounts less than 3000€.
Payments for each program must be completed eight weeks before departure at the very latest. In the case of late enrollments (less than eight weeks before departure), payment is due immediately. Confirmation documents are sent after payment has been received.
Methods of Payment:
We accept credit card payments. Please note that credit card transactions require a 3% finance and treatment fee. There are no additional fees for check or bank transfer payments.
Accommodation Fees Paid on Arrival:
Payment is completed in advance for course registration, transportation, insurance, and for all or part of accommodation. For certain programs, housing costs can be settled directly with the host family or local landlord during the stay. Participants are thus free to break off their housing contracts providing no damages were incurred and advanced notice was given (generally two to four weeks). Details are indicated at the time of registration.
English Interview before Final Registration:
For programs requiring an oral English assessment (High School, Oxford, Academic Programs…), a 75€ fee must be paid no later than the day of the interview (if the deposit has not yet been paid). This amount is non-reimbursable and is deductible from the final registration payment.
3. Course and Program Prices
PricesOur prices are calculated based on the exchange rate of 31/10/2008 and are final for all destinations in the Euro zone. For other destinations, prices may vary according to currency exchange rate fluctuations. In the case of a drastic change in the exchange rate, we reserve the right to modify the cost of the program up to three weeks before departure. If the price rises more than 10% of the price quoted in Euros, the applicant retains the right to annul the contract without administrative or cancellation fees of any kind, in accordance with European legislation. This guarantee also applies to all individual homestays (private teacher) programs, including stays one to three weeks long.
Prices for Programs outside the Euopean Union (USA, Canada, Australia, New Zealand)
Easy Languages offers you the best price by avoiding charges related to exchange rate conversions and by facturing your invoice in the currency of origin (except for junior summer programs whose prices are fixed in €). Our prices for these destinations are final and expressed in $ (American, Australian, Canadian and New Zealand, depending on your destination), which then become the currency used for all program charges.
You have the choice between:
- Paying the amount, indicated on your invoice, in $ (by money transfer or credit card to the account specified with the $ symbol on your invoice).
- Paying the amount in €, as indicated on your invoice as a reference. This amount will remain unchanged if the total invoice is paid in one installment, within the 10 days following the confirmation (email or fax). The amount may vary (upwards or downwards) if you pay the balance in several installments. Prices listed in Euros include a fee of 3%, in order to cover exchange rate fluctuations between the moment the invoice is issued to the moment it is paid (maximum 10 days later). If you plan to pay in several installments, payment must be conducted in the same currency. Supplemental services, such as transport and insurance, must be invoiced in Euros.
- A family discount applies to each enrollment after the first per family (same household).
- Group discounts are available for groups of three or more enrolling for the same course.
This discount is combinable with the family discount as well.
The amount of the family and group discount is 75€ per person for programs lasting 12 weeks or longer
Prices are valid for the year in which the participant applies. If a participant applies for a departure a year in advance, it is possible that the prices will vary according to conditions established by our local partners.
Our services include: registering you with the school, flight reservations (if you wish), organization of airport pickups and drop-offs, and any other additional required services (assistance in obtaining visa, for example), at no additional cost or registration.
4. Cancellation
4.1. Cancellation by the StudentIf, after we receive your signed registration form, we fail to receive your deposit in the next 21 days or, (for academic programs, such as High School, Oxford and English College), we fail to receive your student application packet in the 28 days following our confirmation, your registration will be canceled. A standard payment of 600€ is thus owed to Langues Vivantes / Easy Languages to cover administrative and registration costs.
In the case of cancellation by the student after we receive the student application pack, the contract is terminated with full rights. A standard, non-negotiable payment will be owed to Langues Vivantes / Easy Languages. The payment amounts to 20% of participation fees in the case of cancellation more than 180 days before departure, 50% in the case of cancellation more than 45 days before departure, 80% in the case of cancellation between the 45th and the 15th day before departure and 100% in the case of cancellation less than 15 days before departure.
You can purchase cancellation insurance, which covers participants forced to cancel due to serious illness (requiring bedrest), accident, academic failure, or refusal of visa. All sums paid will be reimbursed, after a deduction from the deductible, amounting to the sum of the insurance (see Insurance and Guarantees).
Once the program has started, no reimbursement will be granted for an anticipated voluntary return or a return resulting from expulsion. In the case of a return caused by extraordinary circumstances, and after a written agreement by our Belgian office, you will be reimbursed or given credit to be used with Langues Vivantes / Easy Languages amounting to the sum of the remaining full months. In this case you will be required to pay some administrative costs.
4.2. Cancellation by Langues Vivantes / Easy Languages
In the case of a cancellation on our part, the entirety of all payments will be reimbursed and you will be granted 100€ of credit to be used with any of our other programs, with the exception of all other indemnities.
5. Trip Organization
Travel Documents and VisasAll participants are assumed to have the necessary travel documents before departure. For citizens of the European Union, an identity card is sufficient for all programs within the EU. A passport and a student visa are sometimes necessary for trips outside of Europe. We will give you precise and complete information about required student visas and we will provide you with all the necessary documents to obtain the visa. For certain programs a medical questionnaire will be required by the embassy in order to acquire a visa.
You will receive necessary documents to obtain your visa once the program is paid in full. However, be sure to start the process early as passport and visa requests can take weeks.
In the case of late registration (less than four weeks before departure) an additional fee of 70€ for express mail will be charged. Fees for obtaining the visa (around 280€ for the USA and 80-200€ for Australia) will be the responsibility of the participant.
Transportation
Our travel agency department (lic. A 5034) will arrange all ticketing if you request this service or if it is included in the program you choose. We decline any responsibility in the case of delays, accidents, strikes, loss or other incidents for which the transport companies are responsible (including bus, ferry or airline companies). While we make every effort to limit the consequences of these events, any extra charges resulting from such events are the participant’s responsibility.
Program Extensions
All requests to extend programs will be accepted depending on availability and at no additional cost. However extra weeks will be billed at the regular price and not at the reduced "extra week" fee. Any possible fees obtained while modifying transportation arrangements will be the responsibility of the student.
Student Status
For all or our programs, the participants hold the status as student and are enrolled full-time in the educational institution. Documents for family government grants (allocations familiales) can be completed on-site by the school secretary if needed.
On-Site Modification of Program
If the participant’s academic or linguistic level is found to be incorrect upon arrival, academic counselors and/or Langues Vivantes / Easy Languages reserves the right to transfer the student’s registration to the appropriate program, excluding all indemnities or reimbursement. The price difference between the old and new program, including additional courses if necessary, will be at the cost of the participant.
Internal Rules of the School or College
Participants are obligated to learn and respect the internal rules of the school or college where they take classes, notably concerning course participation (usually obligatory). Participants are not authorized to skip classes except in cases that have been specifically excused by the school, such as medical reasons.
Schedule and Duration of Courses
Courses can take place in the morning or the afternoon depending on the level of the participant and the program. Lesson durations are specified on each program’s webpage. One “hour” of class is generally 40 to 60 minutes of instruction. Attendance is obligatory.
Public Holidays and Vacation Periods
Courses do not take place on official public holidays of the host country (list given upon request). Except for individual home stay programs, these courses are not made up nor reimbursed.
Homestay Accommodation
Our homestays are not necessarily in "traditional" families; families of all types (traditional, reconstituted, retired, single-parent etc.) can host our students. The description of the family and/or lodging that you receive before departure is just a rough guide and not binding.
Participant Age
The ages mentioned on this site are only guidelines. Older or younger students may be accepted depending on motivation and availability.
Problems during the Program
In case of a problem during the program, the participant must inform our Brussels office and the local contact person immediately in order to allow us to respond in a timely manner. If the problem cannot be resolved on location, all claims must arrive in our office in writing within 15 days of a legal issue. In case of a serious issue, only the courts in Brussels or Namur are able to process such cases.
6. Responsibilities of the Participant and the Organizer
- All participants must take responsibility to have all necessary travel documents in order.
- All participants must have adequate medical insurance.
- All participants must arrive at the proper meeting places at the arranged time and with all necessary travel documents.
- For all programs, Easy Languages / Langues Vivantes declines all responsibility for losses due to theft or accident during the program.
- All participants must obey the rules of the program in which they participate.
- Repetitive or severe poor behavior contrary to the spirit of the program, damaging to the reputation of the school, host family or organization or requiring police intervention may result in the immediate termination of the student’s curriculum and return to home country at the expense of the participant and without refund of any kind.
- Easy Languages / Langues Vivantes reserves the right to terminate any student’s curriculum and return any participant to their home country if that participant has a medical or psychological condition that is not mentioned on the enrollment application and requires specific treatment.
- Easy Languages / Langues Vivantes reserves the right to use images of participants participating in our programs in our promotional material, including our website, E-mails, brochures and posters. Personal and identifying information remain totally confidential.