Terms and Conditions of Enrolment and Participation in the Instituto Español “Murallas de Avila” (“IEMA”)
1. Reservation and deposit
1.a) To reserve a place at IEMA and enable IEMA to carry out the corresponding preparatory steps for the requested programme the client must send the initial non-refundable deposit and the completed enrolment form containing student details and the required services by e-mail or post.
The initial payment (registration fee – deposit) is 120 € per student (or 132 € if you take out the cancellation insurance), unless another amount has been arranged.
The deposit must be paid to the following bank account of IEMA:
Name Beneficiary: Instituto Español Murallas de Ávila
Name Banking institution: Banco de Bilbao y Vizcaya BBVA
Branch Office: calle Reyes Católicos 8, 05001-Ávila, Spain
IBAN nº: ES0801820170370201665239
BIC code: BBVAESMMXXX
Reference: (name of student)
The deposit may also be sent by postal order or Western Union to the IEMA. The reservation will only be considered official when IEMA has received the enrolment form and deposit.
For “group” (a “group” is formed by a minimum of 2 people) enrolment, the reservation procedure may be simplified, sending a list of the personal details of the students in this group and the requested services; along with this the non-refundable deposit of 120 € per person (or 132 € per person when taking out the cancellation insurance – see below 2) has to be sent in one bank transfer.
IEMA will issue the student an invoice showing the corresponding costs for services – teaching programme, cultural immersion (specifying the requested option) and other optional services. The invoice is in Spanish. The customer can also request versions in other languages: English, French, German, or Italian.
1.b) Payment of the balance (final payment). The enrolled student can only begin the programme (course/s, accommodation, etc.) after the final payment has been received. The balance (final payment = total amount of invoice minus deposit amount) must be received no later than 30 (thirty) days before the scheduled start of the programme of each enrolled student. IEMA cannot guarantee the implementation of the reserved programme if the total amount of the balance has not been received at the specified bank account within the stated period, or if it has been received later than the payment deadline; in this case, the client or student is not entitled to receive the reserved programme. Please contact IEMA for any exceptions.
N.B All bank charges are at the expense of the student.
2. Cancellation Insurance
IEMA recommends that the client takes out a package travel insurance independently from IEMA, this generally covers lost luggage, health problems, cancellations, etc.
Cancellation insurance can be taken out directly with IEMA, after requesting this insurance an additional 12 € must be paid along with the deposit payment (total: 132 €). The amount of 12 € included in this deposit guarantees the client the return of monies in the following cases:
– If the student suffers an accident or sickness in the week prior to the start of the programme which prevents him/her from participating in the course
– In the case of a death of a close relative immediately before the start of the programme.
It is essential to inform IEMA immediately if either of these circumstances occurs. A letter of explanation with a medical certificate must be sent by burofax (sent by a post office).
The insurance will be considered contracted once the payment together with the initial deposit (132 €) has been received. The repayment includes the total amounts paid except the insurance premium and bank expenses.
The final payment along with the initial deposit payment will be refunded if IEMA (due to any reason which IEMA could be held responsible) is unable to provide all the booked services or if the conditions of cancellation insurance (v.s.) come into effect.
The amount of the final payment will be refunded or the client exempted from payment, only in the event of cancellation by burofax or telegram (Post office) up to 30 days before the scheduled arrival date in Avila.
If an already enrolled student does not obtain the visa required to participate in the reserved programme, he/she must send to IEMA, at least 20 (twenty) days before the planned arrival in Ávila, a certificate from the corresponding consulate/embassy stating that the administrative channels to obtain the visa have been exhausted and that the visa cannot be issued. In this case, the money received will be refunded, less the deposit amount of € 120 (registration fee) and the corresponding amount for the accommodation.
If the enrolled student or client fails to begin or use one or more of the reserved or programmed services for circumstances that do not fall within the remit of IEMA’s responsibility will thereby void and exempt IEMA from any obligation or liability for reimbursement or entitlement to financial or any other compensation on the part of IEMA.
In order to guarantee the efficiency of IEMA services, some require a minimum number of students. If, for this reason, a particular service cannot be provided or for other reasons which IEMA cannot be held responsible for, IEMA reserves the right to substitute this service for a similar one or to refund the corresponding amount.
4. Extra Fees
The registration fee is per student and regardless of the duration of the programme and the booked services, and will be added to the final bill.
Additional services may be booked on site depending on availability. The corresponding fee must be paid before the service can begin.
The price of “¡Diviértete!” and “Gastronomy and Wines” covers the cost of classes given by teachers. It does not include food and beverages since not all classes are conducted in the same way and the cost of food and beverages may vary.
Similarly, costs for entrance tickets for visits and excursions are also excluded.
5. Terms and Conditions concerning Accommodation
5.a) Homestay (Practical Programme of Cultural Immersion)
A client reserving homestay accommodation must contact his/her host personally or through a representative by telephone at least 4 days before the planned arrival date. This is to introduce themselves and to give precise details about arrival dates and times. If there are any problems, please contact IEMA.
The student/client must inform IEMA and the host family immediately if the student has or believes to have a contagious disease. In this case, IEMA and the host family are under no obligation to provide the booked services. Refunds of accommodation costs will be made in such cases no later than 30 days before the reserved arrival date.
Single rooms will be automatically assigned to all students and the invoice will be for a single room. IEMA will never give out double rooms unless specifically requested by the clients. For occupying double/twin rooms there are no restrictions of age or any other.
IEMA may not be held responsible for services offered by the host family such as meals, outings, laundry, etc., as well as for services not reserved or expenditure not foreseen, e.g. due to quarantine or illness. Also, the fees for transportation (from and to the airport/meeting point/railway station, school etc. to the place of accommodation in Ávila) are not included in the prices for accommodation.
IEMA is willing to help clients make hotel reservations, rent flats or rent a room in a shared apartment. All corresponding costs (deposit, running costs, cleaning…) the client has to pay directly to the hotel/flat owner.
6. Legal Information
The person who completes the enrolment form must be 18 or over (a legal guardian may complete the form on behalf of the student if he/she is under 18). By registering and carrying out payment, the enrolled student as well as the client accepts the IEMA Conditions of Enrolment and Participation.
The parties are entitled to demand the execution of a contract of instruction before the beginning of the courses or classes.
Minors. IEMA declines any responsibility concerning inadequate behaviour of minors. Therefore, by completing the enrolment form and reserving services for a minor, the legal guardian of the enrolled student assumes all responsibility for this person during his or her stay and accepts that IEMA, its employees and collaborators are free of any jurisdictional responsibility. Any different or additional declarations must be sent by telegram or burofax to IEMA before the start of the programme.
In the case of a group programme IEMA understands that the adult person/s who accompanies the group is responsible for the minors and are in charge of the group unless they state in a document which must have been received by IEMA that they are not the person/people in charge of the minors of their group.
On public holidays in Ávila there are no classes according to the law; refunds or compensations are not possible. Extracurricular activities are available. Due to the fact that the Spanish Administration does not always publish in due time all the dates of the 14 legal public holidays per year it may occur exceptionally that IEMA is not able to teach on certain dates. IEMA therefore recommends their clients to enquire IEMA and the Spanish Administration if there is any public holiday during the period of the course.
IEMA is not responsible for accidents that may occur outside the IEMA building. This includes accidents that might occur during excursions, accommodation, transfers or extracurricular activities.
If a person does not enrol directly with IEMA but by means of an intermediary (e.g. agency or a person offering services similar to an agency), the enrolled person is therefore the client of this intermediary. In this case, IEMA declines any legal responsibility concerning the enrolled student.
Some services such as leisure activities or special services are external services and their corresponding fees in the price list have informative value and may change. Therefore, it is necessary that clients and students confirm immediately before enrolment with IEMA all fees, dates and conditions in relation with the services to be booked (for example also concerning teaching material, books, certificates etc.) in order to avoid misunderstandings or errors.
Data protection. In order to serve its clients and students in a satisfactory manner IEMA needs to have some personal data which is collected in the enrolment and contact forms. Apart from providing IEMA with this data the client or student has to express explicitly his consent in order that IEMA may use this data to be able to carry out all procedures which are necessary in relation to the requested services by the client or student.
If a client or student wishes to exercise their rights according to the new European data protection regulations and tyhe corresponding Spanish law (Ley Orgánica 3/2018, de 5 de diciembre, de Protección de Datos Personales y garantía de los derechos digitales: BOE nº 294, 6-XII-2018, p. 119788 a 119857) – information, access, rectification, cancellation, right of oblivion, opposition, revocation of consent, right of portability, and the right of not being an object of individual automatized decisions – s/he has to contact IEMA by e-mail or bureaufax in order to be able to act. In order to document in detail the procedure of how IEMA is using the personal data, IEMA has a detailed sample data protection contract at the disposal of its clients and students which s/he has to request if s/he does not wish to use his/her own format of contract. In order to comply with the new European data protection regulations IEMA needs to receive the relevant information on how s/he wishes IEMA should proceed from the client or student by e-mail or preferably by bureaufax . This link contains further detailed information on IEMA’s politics of privacy and data protection.
In case of a lawsuit, all parties relinquish their court of jurisdiction and accept the court of jurisdiction of Ávila.
Name of Company: Instituto Español Murallas de Ávila
Holder: Dr. Rainer Rutkowski
Head Office and School Address: C/Martín Carramolino, 6, E-05001 Ávila, Spain
Commercial Registration Number : T67, Lib.25, f.121, AV-1359
Fiscal Identification Number C.I.F. : B-05133244
7. Other Information
a) Level test. One week before arrival the enrolled student has to do the “online exam“. This is necessary for the placement of the student. IEMA reserves the right to operate any further examination/level test, for example at the beginning or during the course, if this could be helpful for the student.
b) In cases of extreme urgency there is a special emergency phone number students can call. If a student wishes to use this free service please contact the secretary of IEMA.
c) Depending on the course and programme type, there are different certificates and diplomas. These depend on the type of course, and may or may not have academic validity. Please ask at IEMA office about the various diplomas and certificates. A certificate of attendance (90% attendance is required as a minimum) is included in the price of the course. The fee for a qualified certification is 25 €. Upon request, IEMA is able to certify the Spanish level of the student in their European Language Portfolio. An essential prerequisite for the issuance of a certificate or a diploma is the payment of the entire course or seminar fee, as it appears in the price list.
e) Airport pick-up and Transfer. If the client wishes to be met at Madrid or Valladolid airport he/she must ensure that the school secretary receives the following information no later than 4 days before arrival:
• Arrival airport (Madrid or Valladolid)
• Date and time of landing
• Terminal number
• Name of airline
• Flight number
• City of last stop over of the flight to Madrid or Valladolid
• Current mobile phone number of the person to be picked up
If the information is incomplete, incorrect or if the flight is cancelled, IEMA is not able to guarantee the transfer and is not responsible for the student getting to Avila. In this case reimbursement/exemption of payment is not possible. If the student is more than an hour later to meet the transfer than the agreed arrival time, there will be an extra charge of 10 euros for every half an hour that they are late (e.g. after 90 minutes they will be charged 30 euros).Transfer services during weekends or holidays or which start between 10:00 p.m. and 8:00 a.m. will have an additional charge of 15% on the mentioned price of the price list.
f) In the case of a programme arranged through an agent or in the case of a group programme (“group” means more than two people who receive the same programme at the same time) then the special conditions agreed with each specific group or agency will come into effect (along with these conditions).
g) The student must inform themselves, prior to arrival in Spain, at the Spanish Embassy / Consulate about the current entry requirements (visa, medical insurance, etc.).
h) The academic year starts on the 1st September end ends on August 31st. If the client is not informed otherwise, the student must report to the school on the first day of the course at 9.00 a.m. at the following address: Calle Martín Carramolino, 6, Avila, Spain.
i) Commitment. IEMA, represented by Dr. Rainer Rutkowski, is committed to offering the student services according to the terms and conditions which are shown here, and thus forms part of the contract, together with the invoice and possible additional clauses which must be included in the invoice. If, due to causes or circumstances that do not fall within the remit of IEMA’s responsibility, the envisaged number of participants per class group has to be reduced (for example in the case of COVID19), an adaptation of class planning (contents, schedules) may be necessary, in order to ensure that the initial objectives are met; in this context, if necessary, IEMA also reserves the right to use digital education.
j) Timetables of classes, teaching materials, evaluation methods, forms on system of quality control and student satisfaction are available on request at the school´s secretary.
8. Contact and opening hours
You may contact the IEMA office in Spanish, English, French, German, Portuguese or Italian.
Opening hours Spanish local time: Monday-Friday from 9.00am-2.00pm.
Director of Studies: Monday-Friday from 9.00am-1.30pm
Tel.: (0034) 920 222 773, E-Mail contact: see status bar beneath, or use the contact form
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