Booking Terms and Conditions
Last Updated: 02 May 2024
Welcome to CLAN Language Schools (CLAN). Please carefully review the following Booking Terms and Conditions prior to making a reservation with us. Your booking of a course with CLAN Language Schools constitutes acceptance of these terms and conditions.
1. Course Booking:
To reserve a course, kindly complete the online booking form on our website or directly get in touch with our admissions office.
Confirmation of your booking is subject to receipt of the required deposit or full payment, as outlined in the invoice payment terms.
Please note that original letters of acceptance and other details including accommodation are sent via e-mail. Physical copies of the letters can be sent via courier, if needed, at an additional cost.
Prior to their arrival in the UK, we highly advise students to secure insurance for their financial and personal protection. They have the option to arrange their own insurance or opt for the international student policy provided by Insurance companies through CLAN, tailored for foreign students in the UK. Insurance packages start from £6.80 per week. Setting this up is simple and can be completed concurrently with course booking. For comprehensive details regarding the aforementioned insurance options, please reach out to the admissions team at admissions@clanlanguageschools.com.
2. Payment:
Payment can be processed using the available online payment methods or as directed by our admissions office. Bank details are furnished on the invoice. Payment should cover all bank transfer charges, including intermediary bank fees.
The full course fee or the designated deposit must be settled by the specified due date to secure your place in the course.
3. Visas
CLAN bears no responsibility for decisions made by embassies or immigration authorities concerning entry visas or visa extensions.
Visa guidance should be sought solely from the relevant Embassy, Consulate, or High Commission. Students are advised to confirm their eligibility to enter and study in their chosen location with their local Embassy, Consulate, or High Commission.
Students are required to maintain a valid visa status, and failure to do so will result in termination of their course.
Applicants are responsible for staying updated on the latest regulations and processes. Clan Language Schools is not liable for any changes in visa regulations that occur after the booking has been confirmed in accordance with the prevailing regulations.
In case of visa application rejection and upon receipt of written evidence at least 14 days before the scheduled arrival, a refund will be issued, deducting bank charges, non-refundable fees (such as registration and courier fees), and applicable accommodation cancellation fees.
4. Cancellations and Refunds:
Certain fees, such as registration, administration, course materials, insurance, courier, and accommodation fees, are non-refundable where applicable. In the event of CLAN canceling a program post-enrollment, all fees paid will be refunded. In case of composite fee / package price, registration or administration charges will be calculated as GBP 50 per student.
Students unable to shorten their course due to visa/temporary residence permit terms will have their program duration calculated accordingly. Refunds, if applicable, will be prorated on a weekly basis and disbursed within 15 days of cancellation, provided all conditions are met.
Cancellation 14 days or more before the course start date or due to visa denial will result in a full refund, excluding non-refundable charges. Cancellation or postponement within 14 days of the course start date incurs a cancellation fee equivalent to one week of tuition plus accommodation plus non-refundable charges.
For cancellations or postponements 14 days or less before accommodation dates (excluding visa denial), two-week tuition fee and accommodation fee plus applicable non-refundable charges will be levied.
Cancellation, reduction, or no-shows after course commencement result in non-refundable fees.
Prior written notice of 4 weeks is required for accommodation termination, failing which a cancellation fee equal to 4 weeks of accommodation cost applies. Refunds, after deducting applicable charges, will be issued for the remaining accommodation costs.
Please note that specific accommodation options may have different cancellation policies.
Refunds will be disbursed to the original fee payer.
For groups, deposit amount is forfeit upon booking cancellation with less than 90 day notice.
5. Course Amendments:
CLAN Language Schools reserves the right to impose an administration fee of 50GBP/50EUR for each change or postponement of course, accommodation, or center after initial enrollment confirmation. Downgrading a course post-booking is treated as a cancellation, subject to refund policies. CLAN reserves the right to use classrooms in alternative premises.
6. Public holidays falling on a weekday
CLAN Language Schools observes public holidays, with no makeup classes scheduled. One-to-One lessons missed due to public holidays will be rescheduled. Course start dates typically fall on Mondays; however, if a Monday is a public holiday, the course will commence on the subsequent working day. An updated list of public holiday dates can be found here (https://www.gov.uk/bank-holidays#scotland).
7. Level of English
If a student does not have the minimum level of English required to follow a specific course, as determined by Clan Language Schools’ Placement Test, Clan Language Schools reserves the right to move the student to an appropriate course for their level.
8. Attendance and Participation:
Clan Language Schools requires that students maintain an attendance level of a minimum of 80%. Any missed lessons will not be made up.
Participation in class activities and completion of assignments are essential components of the learning experience.
9. Code of Conduct:
Students are required to adhere to the school's code of conduct, fostering a respectful and inclusive learning environment. CLAN retains the right to expel students for unacceptable or unlawful behavior or excessive absenteeism. No refunds will be issued, and any outstanding fees become immediately due. Repatriation expenses are the responsibility of the student. Students expelled from a CLAN course forfeit eligibility for CLAN housing. Housing refund policies remain applicable.
CLAN maintains a zero-tolerance policy regarding workplace, classroom, or accommodation discrimination, bullying, and harassment. Such behaviors are unacceptable, illegal, and will not be tolerated.
CLAN expects students to conduct themselves in a manner that respects those around them. Inappropriate conduct includes, but is not limited to:
a. Disruptions to the learning environment or CLAN-provided living arrangements (e.g., use of profanity, harassment, etc.);
b. Intentional damage, misuse, or theft of CLAN or classmates' property, as well as homestay hosts' or housemates' property;
c. Violence or threats of violence toward individuals or property of students or school staff;
d. Sexual harassment, including unwelcome advances or any other inappropriate sexual behavior;
e. Improper use of email or internet access;
f. Failure to comply with copyright laws;
g. Use of drugs (including marijuana where legal) or alcohol on CLAN premises and/or while underage.
Any disruptive behavior may result in disciplinary action, including course dismissal without refund.
All group leaders with any under 18s in their group must provide us with a police ‘certificate of good conduct’ or ‘certificate of criminal record’ from their country of residence.
10. Accommodation:
Students arriving at homestay or residence between 22:00 and 08:00 may be required to arrange alternative accommodation in a hotel for their first night due to late or early arrival. Some accommodations may impose late arrival surcharges; this information is available at the time of booking.
A refundable damage deposit may be required upon arrival for students opting for residential accommodation.
Stays of 3 to 6 nights within a week will be charged as a full week's accommodation. Stays of 1 or 2 nights are subject to availability and nightly pricing. Special dietary requirements will be accommodated where feasible. Availability and any associated fees will be confirmed upon request.
CLAN Language Schools may partner with selected providers to accommodate students with suitable homestay options. If positive visa results are received fewer than 7 working days before arrival, CLAN reserves the right to offer alternative accommodation, possibly incurring additional charges.
If visa application delays necessitate postponing the arrival, original accommodation allocation cannot be guaranteed. CLAN reserves the right to pass on any charges incurred in reserving accommodation due to visa status changes.
Extensions to accommodation after arrival are subject to availability and may entail price adjustments.
Deferred booking rates are guaranteed for up to 12 months from the original start date. If the confirmed accommodation is discontinued, a comparable alternative will be offered. Subsequent deferrals will incur new rates, with students responsible for any upgrade costs.
While single-gender shared accommodation cannot be guaranteed, roommates must be of the same gender unless they are adult couples or siblings requesting shared accommodation.
Efforts will be made to avoid assigning students who speak the same language to share a room or apartment, based on availability and operational feasibility.
Students staying in private rented accommodation are required to furnish the details of the accommodation along with the details of the main contact person at the household. In case of any concerns or issues with the accommodation, the student should immediately contact CLAN at our emergency line +44 333 05 05 005 (ext. 0) or admissions@clanlanguageschools.com for suitable advise and assistance.
11. Accommodation for Minors (Under 18)
Requests for mixed-gender siblings to share the same homestay, where one or both are minors, are not permitted.
Minors must book full-board homestay with CLAN Language Schools until they turn 18, with same-sex twin room arrangements for two students traveling together. Exceptions are made for minors staying with parents or legal guardians aged 25 or older (as confirmed through provided parental consent forms). Minors on adult courses, not traveling with a parent or guardian, and arriving or departing between 20:00 and 08:00 must purchase transfers through CLAN Language Schools.
Under special circumstances, students staying in private rented accommodation are required to furnish the details of the said accommodation along with the details of the main contact person at the household and DBS reports for every over-18 adult living in the household. In case of any concerns or issues with the accommodation, the student should immediately contact CLAN at our emergency line +44 333 05 05 005 (ext. 0) or admissions@clanlanguageschools.com for suitable advise and assistance.
Students aged under 18 must abide by the curfew times and other rules as applicable. Failure to do so may result in their being sent home.
12. Health and Safety:
CLAN does not provide supervision for students on adult courses.
Parents or guardians of under 18s MUST complete ‘Parental Consent Form’ (https://www.clanlanguageschools.com/parental-consent-form) before the student arrives in school. Contact your course advisor for more information.
Students are asked to disclose any mental or physical illnesses, allergies, disabilities, or conditions that may affect their program completion or the well-being of others. CLAN will not discriminate but reserves the right to terminate enrollment if a student poses a health or safety risk. Refunds will be issued per terms and conditions. Valid Covid-19 vaccination certificates may be required for booking confirmation.
Students must adhere to school health and safety guidelines at all times. In case of illness during the program, students must promptly inform the school.
13. Damage to Property
Students are responsible for the full cost of any property damage. Damage deposits may apply to certain accommodations and are payable before check-in or on the first day of school.
14. Photography & Filming
Students consent to the use, storage, and international transfer of their photographs, videos, artwork, testimonials, etc., by CLAN Language Schools or third-party agents for promotional purposes, including marketing materials and social media. Students may opt out, but it's their responsibility to avoid being photographed or filmed.
15. Data Protection
Information provided to CLAN is held and used in compliance with data protection laws. CLAN may disclose personal data, including medical information, to relevant staff and third parties as needed. Privacy policy is available at Information provided to CLAN is held and used in compliance with data protection laws. CLAN may disclose personal data, including medical information, to relevant staff and third parties as needed. Privacy policy is available at https://www.clanlanguageschools.com/privacy-policy
16. Intellectual Property:
All course materials and content provided by CLAN Language Schools are its intellectual property and may not be reproduced or distributed without permission.
17. Liability:
CLAN Language Schools, its staff, and representatives are not liable for loss, damage, or injury except where liability is expressly imposed by law, including travel to and from school premises. CLAN is not liable if any contracted service becomes impossible to supply due to reasons beyond its control.
18. Force Majeure:
CLAN Language Schools shall not be liable for failure to comply with obligations due to causes beyond its control, including but not limited to government actions, natural disasters, infectious diseases, and governmental authority actions related to health crises like Covid-19.
19. Governing Law:
These terms and conditions are governed by the laws of United Kingdom, and any disputes will be subject to the exclusive jurisdiction of the courts in United Kingdom.
By booking a course with CLAN Language Schools, you acknowledge that you have read, understood, and agreed to these Booking Terms and Conditions. If you have any questions or concerns, please contact our admissions office.
Thank you for choosing CLAN Language Schools. We look forward to welcoming you to our language school!