Malvern International Terms and Conditions (2024)
Defination
1. Client:The individual or entity enrolling in a course or using Malvern International’s services.
2. Visa Letter:A formal document issued by Malvern International to support a client’s visa application.
3. UKVI:United Kingdom Visas and Immigration, the governmental authority responsible for visa regulations and compliance.
4. Short-Term Study Visa:A visa for individuals coming to the UK for short-term study purposes.
5. Accommodation Booking Fee:A non-refundable fee charged for reserving accommodation through Malvern International.
6. Postponement:The deferral of a client’s course start date to a later agreed-upon date, in line with Malvern International’s policies.
1. Visas
1.1. The Client must pay a £300 non-refundable deposit to receive a visa letter to apply for a Short-Term Study Visa.
1.2. One change to the visa letter is free of charge. For any other changes The Client must pay an extra £300 non-refundable deposit for each change.
1.3. The Client is solely responsible for securing the correct visa. Malvern International is not liable for unsuccessful visa applications or related costs.
1.4. If a visa is refused once, Malvern International may choose not to issue a new visa letter.
1.5. The Client must complete the visa process at least two weeks before the course start date. Malvern International is not responsible for decisions made by embassies or immigration authorities regarding entry visas or extensions.
1.6. The Client must inform Malvern International of visa progress and provide at least two weeks’ notice in case of visa delays to postpone their course start date without additional fees. Availability and pricing may change.
1.7. The Client must comply with all UK Visa and Immigration (UKVI) rules before and during their course. Malvern International is required to report any violations to UKVI, and course termination may result without refunds for fraudulent visa applications.
1.8. Malvern International retains copies of The Client’s passport, visa, local contact details, and next of kin (e.g. parents, husband, wife) on the first day of the course.
2. Registration and Payment
2.1. By registering, clients authorise Malvern International to collect, store, and share their information as per UK General Data Protection Regulations (GDPR). Parental consent is required for clients under 18.
2.2. Upon registration, clients will be added to the mailing list, with an option to unsubscribe at any time.
2.3. An invoice acts as a binding contract for the full payment of fees.
2.4. Payment must be received 28 days before the course start date. Penalty fees or service alterations may apply for late payments.
2.5. Payments can be made via bank transfer or card, with The Client responsible for all bank charges. Malvern International must receive the amount in the currency stated on the invoice.
2.6. A non-refundable registration fee is required.
2.7. Accommodation bookings through Malvern International require a non-refundable accommodation booking fee.
2.8. Participation in class is not permitted without a course book. Clients are automatically charged a course book fee to cover the cost of one course book.
2.9. Fees cover only the services listed in the invoice. Additional costs, such as exam fees and travel, may apply.
2.10. For courses of three months or longer, The Client may ask to pay in instalments. In this case the first and last month of the course are paid in the first instalment and the remaining months are paid in advance in monthly instalments. Late or missed payments may result in suspension of studies.
3. Postponements, Cancellations, and Refunds
3.1. Clients are advised to purchase insurance covering medical treatment, personal risk, property loss/theft, and course cancellation.
3.2. Visa deposit fees are non-refundable. If a visa is rejected, refunds may be processed for other fees, provided notice is given at least 14 days in advance with a copy of the visa rejection letter (see further conditions below).
3.3. Clients who cancel after a visa has been issued will not be refunded, and Malvern International will follow UKVI guidelines about informing the authorities.
3.4. Refunds for clients without visas are subject to notice periods:
3.4.1. 21 or more UK working days: all tuition fees refunded but not visa deposit, registration, and accommodation booking fees.
3.4.2. 11-20 UK working days: 50% of tuition fees refunded, but not visa deposit, registration, and accommodation booking fees.
3.4.3. 10 or fewer UK working days: no refund.
3.5. Unless stated differently, accommodation refunds follow the same rules as tuition fees in 3.4.1, 3.4.2 and 3.4.3 but additional conditions about notice periods may apply and are communicated at the time of booking.
3.6. Refunds are processed within 20 UK working days, and any associated bank fees will be deducted from the refunded amount. For example, errors in bank details will result in an additional £50 administration fee.
3.7. Course postponements allow tuition fee credits to be frozen for up to six months. The postponement period starts on a Sunday and Malvern requires at least a week’s notice before the start of the postponement period.
3.8. Malvern International will permit the transfer of tuition fee credit from one type of course to another if the requested course is available. The transfer starts on a Monday and Malvern International requires at least a week’s notice before the start of the transfer. If the course end date changes as a result, this must comply with UKVI regulations.
3.9. Transfers to family members are allowed within the same time frame.
3.10. Clients can request holiday breaks for courses of 12 weeks or longer, in compliance with their visa conditions.
3.11. If The Client is ill, lessons will only be recovered if it is more than three days, and The Client provides Malvern with a medical certificate.
3.12. If The Client does not arrive on the start date and does not contact Malvern International in the first two weeks of the course, then the course is cancelled without refund.
3.13. If The Client does not arrive on the start date but contacts Malvern in the first two weeks of the course, any missed time cannot be recovered. The Client can attend the remaining time as planned or postpone their course (see postponement terms).
4. Behaviour & Expulsion
4.1. The Client may be expelled without refund for violations of UK law or serious breaches of Malvern International’s code of conduct.
4.2. The Client may be expelled without refund for abusive behaviour or misuse of property.
4.3. Malvern International will expel The Client without any refund if The Client uses accommodation and Malvern International’s property illegally or disrespectfully. This includes using it for The Client’s own commercial activities or accessing pornographic, extremist, or offensive material.
4.4. The Client is financially liable for any damage caused to school, accommodation, or fellow clients’ property.
5. Attendance
5.1. Malvern International closes on English public holidays without refund. Clients may make up missed hours at a time scheduled by Malvern International.
5.2. Clients must follow classroom rules, including punctuality, attendance, and homework completion. Repeated failures to meet these expectations may result in exclusion.
5.3. Malvern International’s rules around lateness will be explained to all clients on their first day and are included in the pre-arrival documents. The Client will be refused entry to class if they arrive late.
5.4. Lessons typically take place in the first part of the day, but Malvern International offers lessons from 9.00-18.00 and it is Malvern International’s decision what time The Client has their lessons.
5.5. Malvern International courses are for different language levels. The Client must do a level test and if The Client is not at the right level they will be moved to a different course. It is Malvern International’s decision and judgment what The Client’s level is to start or change a course.
5.6. Course level changes or cancellations due to insufficient enrolment are at Malvern International’s discretion.
5.7. The Client receives a certificate if they attend 80% or more of their course. Malvern International can provide an attendance letter for those who attend less than 80%.
6. Accommodation
6.1. The accommodation must be for a client who is attending a course at Malvern International.
6.2. The accommodation is only reserved after The Client has completed all parts of the accommodation application form and The Client has paid in full or an agreed deposit.
6.3. There is an accommodation booking fee for any accommodation booking. Some types of accommodation may request a refundable deposit payment to cover possible damages.
6.4. The minimum accommodation booking is one week for homestay and two weeks for residences.
6.5. Malvern International offers accommodation as weekly bookings that start on a Sunday (unless another day is stated).
6.6. The Client must arrive at the times stated in the booking and inform Malvern International of expected arrival and departure times by giving Malvern International flight/travel details.
6.7. The accommodation Malvern International offers is subject to availability and Malvern International reserves the right to cancel or change accommodation arrangements without notice. If The Client’s accommodation needs to change due to circumstances beyond Malvern International’s control, Malvern International will offer an alternative.
6.8. The accommodation prices Malvern International offers depend on other parties so Malvern International reserves the right to change prices and will give The Client 28 days’ notice.
7. Accommodation Cancellation and Changes
7.1 If The Client gives written notice 21 UK working days or more before the accommodation start date, Malvern International will refund all accommodation fees except the accommodation booking fee (and see point 7.4 below).
7.2. If The Client gives written notice 11-20 UK working days before the accommodation start date, Malvern International will refund all accommodation fees except the accommodation booking fee and one week of accommodation fees (and see point 7.4 below).
7.3 If The Client gives written notice 10 UK working days or less before the accommodation start date, Malvern International will refund all accommodation fees except the accommodation booking fee and two weeks of accommodation fees (and see point 7.4 below).
7.4 Some accommodation may have stricter refund rules or not give any refunds at all. The Client will be informed at the time of booking if any additional cancellation or change costs apply.
7.5 If The Client wants to extend their accommodation, they must organise it with Malvern International and pay Malvern International at least 7 days before the extension starts. Malvern International cannot guarantee the same host when a client extends.
7.6 If The Client wants to change their homestay accommodation, they must give Malvern International two weeks’ notice and pay a change fee.
7.7 If The Client wants to change their homestay accommodation start or end date, they must give Malvern International two weeks’ notice.
7.8 Malvern International will expel The Client from their accommodation without any refund if The Client does not respect the rules stated in the accommodation documentation they receive.
8. Transfers
8.1. The Client must pay a fee for extra waiting time if there are delays to their journey that are not communicated by the airport tracking service, or alternatively communicated to Malvern International by The Client at least two hours before the organised pick-up time.
8.2. The Client will receive no refund and must pay any extra costs caused by a mistake in the travel details given by The Client.
8.3. If The Client gives 5 UK working days or more notice before the transfer, Malvern International will refund all of the transfer fee.
9. Liability
9.1. Malvern International is not liable for failure to perform its obligations if such failure is a result of Acts of God (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalisation, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity or telephone service. Refunds are not to be made in such cases.
9.2. Malvern International is not liable for loss, damage, or injury to persons or property.
10. Data Protection
10.1. Under the Data Protection Act and General Data Protection Regulations, Malvern International must protect The Client’s information. All personal information is treated confidentially. The data is held on a secure password-protected server and is held, used, and ultimately destroyed in strict accordance with The General Data Protection Regulation (GDPR) (EU) 2016/679. The full data protection policy can be found on Data Protection Policy
10.2. Only selected staff at Malvern International use The Client’s information so they can provide education, training, and educational support services such as accommodation and travel to The Client. It is also necessary for Malvern International to ensure the safeguarding of clients and maintain client welfare. In addition, this information is used by Malvern International to administer the school’s property, maintain accounts and records, and support and manage employees.
10.3. Your personal data will only be revealed to Police, UK Visa and Immigration (UKVI), or school inspecting bodies if requested.
10.4. Malvern International’s website cookie policy can be viewed on Cookie Policy.
11. Other
11.1. Malvern International takes all feedback and complaints seriously, either made informally or formally. Please see the complaints policy for more detail Complaints Policy. For complaints before arriving or after departing, email the student services officer at [email protected].
11.2. Tuition fees are covered under the ‘Consumer Protection (Distance Selling) regulations (2006)’. This means The Client can receive a full refund of their tuition fees if they cancel within seven days of booking. This rule does not apply to other fees and services.