Booking Terms and Conditions

Last Updated: 29 January 2024

Welcome to Clan Language Schools. Please read the following Booking Terms and Conditions carefully before making a reservation with us. By booking a course with Clan Language Schools, you agree to abide by these terms and conditions.

1.    Course Booking:

To book a course, you must complete the online booking form on our website or contact our admissions office directly.

Your booking is confirmed only upon receipt of the required deposit or full payment, as specified in the invoice payment terms.

2.    Payment:

Payment can be made through the available online payment methods or as instructed by our admissions office. Bank details are provided on the invoice. Payment must include all bank transfer charges (including intermediary bank charges).

The full course fee or the specified deposit must be paid by the due date to secure your spot in the course.

3.    Visas

Clan Language Schools cannot be held responsible for decisions taken by embassies or immigration officials regarding entry visas or visa extensions.

Visa advice can only be given by the appropriate Embassy, Consulate or High Commission. Students should contact their local Embassy, Consulate or High Commission to ensure they are allowed to enter and study in their chosen location.

Students must maintain a valid visa status and their course will be terminated without a valid visa.

It is the responsibility of the applicant to ensure that the most updated regulations / processes are being followed. Clan Language Schools cannot be held responsible for any visa regulation changes which occur after the booking has been confirmed in compliance with the then existing regulations.

If a visa application is rejected and we receive written evidence at least 7 days prior to arrival, we will refund the fees received, less any bank charges, any non-refundable fees (registration fee, courier fees and bank charges) and accommodation cancellation fees if applicable.

4.    Cancellations and Refunds:

Non-Refundable fees: The following fees are non-refundable where applicable: Registration fees, course material fees, insurance fees, courier, and accommodation fees. If Clan Language Schools cancels a programme after a student’s enrolment, Clan Language Schools will refund all monies already paid to Clan Language Schools.

Students who require a visa/temporary residence permit may not be able to shorten their course due to the terms of their visa/ temporary residence permit. When determining the number of weeks of a student’s programme, Clan Language Schools will consider a partial week the same as if a whole week were completed, provided the student was present at least one day during the scheduled week.

In the event that a refund is due, prorated refunds will be calculated on a weekly basis. All refunds will be made within 15 days of cancellation, provided all required conditions are met.

Cancellation prior to arrival

To students cancelling 14 days or more prior to the course start date or to students who have had their visa application rejected, Clan Language Schools will refund fees received in full less non-refundable charges (see fees listed above). Students who are cancelling or postponing in less than a 14 day prior to the course start date will be charged a cancellation fee equivalent to 1 week of tuition and all non-refundable charges (see fees listed above).

Students cancelling or postponing 14 days or less prior to their accommodation dates, for reasons other than visa denial, will be charged a two-week accommodation fee at the rate quoted in the price list for the accommodation booked and the accommodation placement fee. Accommodation booked through clan that is not subject to the standard cancellation terms, must be cancelled or postponed according to the cancellation terms quoted at the time of booking to avoid a cancellation fee which may amount to the full stay charge.

Cancellation, reduction after arrival, or no shows

After the start date of a student’s course, any lesson hours reduced, cancelled, or shortened, at the student’s request, are non-refundable.

Students leaving their accommodation must give notice in writing 4 weeks prior to termination. If the 4-week notice period is not provided, a cancellation fee equal to 4 weeks of the accommodation cost will apply.  After deducting the price of accommodation used at the rate quoted in the price list, including the required notice period charged at the same rate, students will be refunded the remaining accommodation costs.

Please note: Certain accommodation options may be subject to alternative cancellation charges. Should these differ from above, students will be notified at the time of booking.

Any refunds due will be paid to the person or organisation who originally paid the fees.

5.    Course Changes:

Clan Language Schools reserves the right to charge an administration fee of 50GBP/50EUR each time the course, accommodation or centre is changed or postponed after Clan Language Schools has confirmed the initial enrolment. This also includes requests for changes whilst the student is at school. A downgrade in course type after booking is considered a cancellation and the same refund policies will apply.

6.    Public holidays falling on a weekday

All Clan Language Schools centres will be closed on public holidays. An updated list of public holiday dates can be found on the Clan Language Schools website ( Centres do not make up for lessons missed on these dates. Exceptions are made for One-to-One lessons, which will be made up. There is no refund for lessons missed due to a public holiday. All published course start dates fall on a Monday. However, if this day is a public holiday, the course will begin on the following working day.

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’s 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 expected to adhere to the school's code of conduct, promoting a respectful and inclusive learning environment. CLAN reserves the right to expel students for unacceptable or unlawful behaviour or lack of attendance. No refund will be given and any unpaid fees become immediately payable. Repatriation is at student’s own expense. Students expelled from a CLAN course are no longer eligible for CLAN housing. Housing refund policies will apply.

CLAN has a zero-tolerance policy for discrimination, bullying and harassment in the workplace, the classroom or in the accommodation; Discrimination, bullying and harassment of any kind is unacceptable, against the law, and will not be tolerated.

CLAN expects students to behave in a manner that is considerate of those around them. Inappropriate conduct includes, but is not limited to:

a.    disruptions to the learning environment or CLAN-provided living environment i.e. use of profanity, harassment, etc.);

b.    deliberate destruction, misuse, or theft of CLAN property, CLAN accommodation or the property of fellow classmates, homestay hosts, or housemates; 

c.    violence or threats of violence towards persons or property of students or school staff;

d.    sexual harassment, including unwanted advances or any other inappropriate behaviour of a sexual nature.

e.    improper use of email or Internet access; 

f.    failure to comply with copyright laws and 

g.    use of drugs (including marijuana where legal) or alcohol on CLAN premises and/ or when underage.

Any disruptive behaviour may result in disciplinary action, including dismissal from the course without a refund.

10. Accommodation:

Students arriving in homestay or residence between 22.00 – 08.00 may be asked to book alternative accommodation in a hotel on their first night due to late/ early arrival at accommodation. Some accommodation options may charge late arrival surcharges. This information is available at the time of booking.

A refundable damage deposit may be charged on arrival to students taking residential accommodation.

A partial week between 3 and 6 nights will be charged as 1 week’s accommodation. Stays of 1 or 2 nights, are subject to availability and nightly pricing will apply. Where possible special dietary requirements will be accommodated. Availability and any applicable fees will be confirmed upon request.

Clan Language Schools may use carefully selected partners to house students with suitable Homestay providers. Should Clan Language Schools receive positive visa application results fewer than 7 working days prior to arrival, Clan Language Schools reserves the right to offer alternative accommodation, which may incur additional charges.

Should the arrival day be postponed due to delayed visa applications Clan Language Schools cannot guarantee the original accommodation allocation. Should Clan Language Schools have incurred any charges in reserving the accommodation for the student due to changes in visa status Clan Language Schools reserves the right to pass these charges on.

Accommodation extensions after arrival are subject to availability and cannot be guaranteed. Please note that last minute extensions may be subject to a price increase.

The booking year rate for deferrals can only be guaranteed for up to 12 months from the original booking start date. In the event that Clan Language Schools discontinues offering the confirmed accommodation product, Clan Language Schools will offer a comparable alternative. If the booking is further deferred new rates will apply and students will be asked to pay the difference for any upgrade.

We do not guarantee single gender shared accommodation. However, students sharing the same bedroom must be single gender. Exceptions can be made for adult couples or siblings travelling to a homestay/residence asking to be accommodated in the same room.

Schools will make every effort to ensure that students are not assigned to share a room/apartment with speakers of the same language. This is however based on availability and may not be operationally possible.

Payment plans available for long term students.

11. Accommodation for Minors (Under 18)

Request for mixed gender siblings to share the same homestay where one or both is a minor is not permissible.

Minors are required to book a full board homestay with Clan Language Schools for the duration of their stay until they turn 18. Twin room if two students travelling together are of the same sex. Exceptions will only be made where minors stay in accommodation with their parents or legal guardians 25 years of age or more (as appointed and confirmed through the parental consent form provided). Students booked on an adult course and not traveling with a parent or guardian and arriving or departing between 20:00 and 8:00 are required to purchase transfers through Clan Language Schools.

12. Health and Safety:

Please note Clan Language Schools does not provide supervision for students who book an adult course. All students under 18 will be required to complete a parental consent form prior to arrival. Please speak with your course advisor for more details.

At the time of booking, we ask that students disclose any mental or physical illness, allergy, disability, or condition that may interfere with their ability to successfully complete their programme, that may impact the wellbeing of any other student or staff member, that may require monitoring, treatment, or emergency intervention during the student’s period of enrolment, or that may require special accommodation.

Clan Language Schools will not discriminate based on any above-mentioned conditions and will provide reasonable accommodation to meet all students’ needs. Nevertheless, Clan Language Schools reserves the right to terminate a student’s enrolment if the student’s participation represents a risk to their own, other students’ or staff members’ health and safety, or if, notwithstanding reasonable accommodations, in the opinion of Clan Language Schools, the student’s physical or mental condition makes the student unable to successfully complete their programme. Refunds will be provided based on refund schedules as per terms and conditions. Where it is a mandatory requirement, Clan Language Schools may ask for evidence of a valid Covid-19 vaccination certificate as part of the booking confirmation process.

Students must comply with health and safety guidelines provided by the school at all times.

In case of contracting illness during the program, students are required to inform the school promptly.

13. Damage to Property

Students must pay the full cost of any damage they cause to property. Damage deposits may apply to certain accommodation options. These are payable prior to check in, or on the first day of school.

14. Photography & Filming

Students agree that photographs, videos, artwork or other works, as well as recorded or written testimonials; may be used, stored or transferred internationally by Clan Language Schools, or by a third-party agent, for promotional purposes including printed and online marketing materials and on any social media network without further consent or notification. If students do not wish to participate, CLAN will respect their wishes, but it is the student’s responsibility to absent themselves from the photograph/video.

15. Data Protection

Any information provided to CLAN may be held on computer and shall be used in accordance with its data protection registration and the national data protection laws applicable. CLAN may disclose appropriate personal data, including sensitive personal data of a medical nature, to relevant CLAN staff and third parties where there is a legitimate need or obligation to do so and where disclosing the information and the manner of disclosing the information complies with national privacy laws. We will not share sensitive information about students with any third party, including parents, legal guardians, caregivers, next of kin, or relevant government agencies without the student’s consent unless there are reasonable grounds to believe the health, safety and/or welfare of the student and/or others is at risk, if any identified special needs are affecting the student’s ability to participate, learn and achieve in an CLAN programme and/or where the law requires us to do so. Privacy policy can be found here

16. Intellectual Property:

All course materials and content provided by the school are the intellectual property of Clan Language Schools and may not be reproduced or distributed without permission.

17. Liability:

Clan Language Schools and its staff and representatives will not be liable for loss, damage or injury to persons or property howsoever caused, except where liability is expressly imposed by law, including travel to and from the school premises. Clan Language Schools will not be liable if any service contracted to be supplied by Clan Language Schools becomes impossible to supply for any reason or any cause outside the control of Clan Language Schools.

18. Force Majeure:

Clan Language Schools shall not be responsible for any failure to comply with any of its obligations if the failure is occasioned by any cause beyond Clan Language Schools’ reasonable control and despite the exercise of reasonable diligence and without incurring additional costs, cannot be prevented, or avoided. Force majeure events shall include but shall not be limited to, act of government, war, threat of war, riot, civil strife, general labour disturbance, such as a boycott, strike, lockout, or ‘go slow’ directives’, terrorist activity, natural or nuclear disaster, unusually adverse weather conditions, closure of a Clan Language School Centre, infectious diseases, viruses, plague, epidemic or pandemic health crises (caused by viruses such as Ebola, H1N1, H5N1, Zika, COVID-19, and other communicable diseases), or any action taken by a government or public authority, including prohibition of entry into a country or region of a country, promulgation of quarantine measures, ordering the “lockdown” of the whole or part of a country.

It is acknowledged that the epidemic health crisis in connection with COVID-19 and any related quarantine and actions of a governmental authority shall be considered a force majeure event for the purpose of these Clan Language Schools’ Terms and Conditions, even though the health crisis has arisen prior to the effective date.  

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!