General terms and conditions

Last updated: 1 January 2024

Article 1 | Definitions

Terms and Conditions:
these Terms and Conditions.

Distance learning:
type of training where Language Trainer and Learner are not personally present at the same time.

Face-to-face learning:
type of training involving direct interaction between Language Trainer and Learner.

Learner:
the Training participant.

Family Training:
the Training Regina Coeli provides in a closed circle for a family with their children, at a site agreed with the Client.

Contracted Partner:
the accommodation booked via Regina Coeli in the name of the Learner for the duration of the Training and with whom Regina Coeli has an Agreement.

Group Training:
the Training Regina Coeli provides for a Client in a closed circle for a group of Learners to be designated by the Client, at the Regina Coeli site.

In-company Training:
the Training provided by Regina Coeli for a Client in a closed circle for a group of Learners to be designated by the Client, at the Client site.

Site:
the physical location where Training takes place.

Client:
(i) every private individual or (ii) every organisation purchasing a Training from Regina Coeli by concluding an Agreement.

Quotation:
formal offer by Regina Coeli to (i) a private individual or (ii) an organisation to conclude an Agreement according to Dutch law.

Agreement:
Quotation accepted and signed by the Client, including these Terms and Conditions as specified in article 5.

Distance Agreement:
Agreement concluded between Regina Coeli and the Client whereby up to and for the conclusion of the Agreement, exclusive use is made of one or more technologies for remote communication.

Costs:
Costs owed by the Client to Regina Coeli under the Agreement for the Training, for the Regina Coeli Arrangement and for the Overnight Stays, as referred to in the Quotation.

Regina Coeli:
Language Institute Regina Coeli B.V. as well as Regina Coeli Language Courses B.V., depending on the company the Agreement with the Client is concluded with.

Regina Coeli Arrangement:
the entire facilities Regina Coeli makes available to the Learner(s) whose Training takes place at Regina Coeli's own site at Vught, which facilities are inextricably linked with the Training.

Training:
all formal and informal learning activities offered by Regina Coeli in their entirety (amongst others Individual Training, In-company Training, Group Training, Family Training, workshops) and/or all language assessments, both carried out via direct interaction between Learner and Language Trainer (Face-to-face learning) and at a distance (Distance Learning).

Training Programme:
all formal and informal learning activities (Training), facilities (Regina Coeli Arrangement) and accommodation (Overnight Stays) in their entirety as compiled by Regina Coeli for a (group of) Learner(s).

Overnight Stays:
every night’s accommodation a Client books via Regina Coeli in the context of the Training, either in its own accommodation “Eikenheuvel” or the one provided by the Contracted Partner

Website:
the Regina Coeli websites: www.reginacoeli.nl, www.reginacoeli.com and www.reginacoeli.de.

 

Article 2 | NRTO

Regina Coeli is a member of the “Nederlandse Raad voor Training en Opleiding” (NRTO, Council for Training and Education). These Terms And Conditions are in line with the NRTO Terms and Conditions and code of conduct.

 

Article 3 | Applicability

  1. These Terms and Conditions are applicable to all (Distance) Agreements concluded between Regina Coeli and the Client, regardless of their nature, unless otherwise agreed in accordance with paragraph 3.
  2. By signing the Quotation, the Client accepts the applicability of the Terms and Conditions. Regina Coeli expressly rejects the applicability of the Client’s Terms and Conditions, whatever their name may be. The parties may agree the applicability of other conditions in writing.
  3. Deviations from the Terms and Conditions shall only be applicable once these have been expressly agreed in writing between Regina Coeli and the Client. “In writing” in these Terms and Conditions is also taken to mean any form of electronic communication including any via email.
  4. In case anything is not provided for in the Agreement and/or Terms and Conditions concerned, Regina Coeli shall in consultation with the Client strive to come to an Arrangement closing this gap in all reasonableness and fairness.
  5. The (overall or partial) non-applicability or ineffectiveness of one or more provisions of these Terms and Conditions shall not affect the applicability or effectiveness of any other provisions. In case it appears a provision is inapplicable or ineffective, Regina Coeli and the Client shall replace such inapplicable or ineffective section with a provision which is applicable and effective and the legal consequences of which, having regard to the content and scope of the provision in question, shall correspond as much as possible to the inapplicable or ineffective section of such provision.

 

Article 4 | Quotation and Terms and Conditions

  1. These Terms and Conditions are expressly disclosed to the Client before any (Distance) Agreement is concluded and shall form an integral part of the general information provided by Regina Coeli.
  2. The Quotation includes a complete and accurate description of the Training Programme.
  3. In any case, the Quotation states the following in a clear and easy to understand manner:
    • the name/names of the (Group of) Learner(s) participating in the Training;
    • the Training Programme language to be learned and the Training Programme;
    • the method of implementation;
    • the method of payment;
    • the date/dates the Training Programme takes place;
    • the Site where the Training Programme takes place;
    • the specification of the Costs of the Training Programme including all additional charges and taxes;
    • the identity and address of Regina Coeli, including the Regina Coeli office address;
    • the number and the name(s) of the Learner(s);
    • the period of validity of the Quotation.
  4. The commencement of the Training is understood to mean the date of the first scheduled meeting.

 

Article 5 | Conclusion of the Agreement

  1. An authorised signatory of the Client concludes a (Distance) Agreement with Regina Coeli by adding his or her (digital) signature to the Quotation. After conclusion of the (Distance) Agreement, the Client will receive written confirmation of this. Such confirmation shall also serve as proof of enrolment for the respective Training.
  2. The Client shall not be entitled to transfer any rights and obligations arising from the (Distance) Agreement to a third party without the written agreement of Regina Coeli. Regina Coeli may attach further conditions to such agreement.

 

Article 6 | Termination of the Agreement

  1. After concluding a Distance Agreement, a (i) private individual Client has the right to terminate the Distance Agreement without the provision of reasons within 14 calendar days (cancellation).
  2. The termination of a Distance Agreement by (i) a private Client individual in accordance with paragraph 1 can be undertaken by sending an email to the following address: clientservices@reginacoeli.nl.
  3. No entitlement to a termination in accordance with paragraph 1 exists if the Training has started at the express request of the Client regardless of the period of 14 calendar days having passed, and the Client (if the commencement takes place within the 14-day-period) has expressly waived his/her right of cancellation.

 

Article 7 | Cancellation of Training

  1. Before the commencement of a Training, the Client is entitled to cancel the respective Training. Such cancellation can solely take place in writing by sending an email to: clientservices@reginacoeli.nl. The time of receipt of the cancellation by Regina Coeli is deemed to be the date on which the respective email was sent.The planned commencement date of the Training is deemed the basis upon which to determine the amount of the costs of a cancellation as specified in paragraph 2 of this article.
  2. In case of a cancellation as specified in paragraph 1, Regina Coeli shall be entitled to charge the Client with the following costs:
    1. for a cancellation up to 60 calendar days before the commencement of the Training: 10% of the Costs;
    2. for a cancellation between 60 and 30 calendar days before the commencement of the Training: 20% of the Costs;
    3. for a cancellation between 30 and 14 calendar days before the commencement of the Training: 30% of the Costs;
    4. for a cancellation less than 14 calendar days before the commencement of the Training: 50% of the Costs;
    5. any cancellation after a postponement as specified in article 9 shall always be considered a cancellation less than 14 calendar days before the commencement in accordance with article 7, paragraph 2 d.

3. Solely in the case a Learner dies, this shall be deemed as a cancellation by the Client by law with regard to such Learner without any costs being owed. Any payment potentially already made shall be refunded.
4. In case the number of registrations for a certain Training in the sole discretion of Regina Coeli is deemed to be insufficient, Regina Coeli shall be free to specify another date and/or timeframe for the respective Training, to be agreed with the Client.
5. Should Regina Coeli and the Client be unable to reach agreement regarding the change(s) as specified in article 7 paragraph 4, the Client shall be entitled to cancel the respective Training free of charge.

 

Article 8 | Early termination of the Training

In case the Client terminates the (Distance) Agreement early after the commencement of the Training, the Client shall be entitled to the reimbursement of 50% of the Costs agreed, minus the costs of the Training Programme which has already taken place (regardless of whether the Learner was present or not) and minus the costs of the planned Training Programme on the date of the termination. The costs for the Regina Coeli Arrangement and Overnight Stays concerning the period after such termination will not be refunded.

 

Article 9 – Postponing the Training

  1. At the request of the Client, Regina Coeli may, although without any obligation on its part to do so, specify a different date and/or a different timeframe for (part of) the Training, albeit only once and 14 calendar days before the commencement of such Training at the latest. Regina Coeli can attach conditions to its agreement to such a request. If Regina Coeli agrees to a request for a postponement, it shall be entitled to charge an administration fee of 100 € to the Client.
  2. Once Regina Coeli has granted a request for postponement from a Client, such Training cannot be postponed once again.

 

Article 10 | Overnight Stays

At the request of the Client and subject to availability for the duration of a Training, Regina Coeli can arrange for (an) Overnight Stay(s) for (a) Learner(s) in its own guest house “Eikenheuvel” or with one of its Contracted Partners. Regina Coeli shall charge the costs arising from this to the Client.

 

Article 11 – Costs

  1. Unless stated otherwise, all amounts stated by Regina Coeli in the (Distance) Agreement are exclusive of VAT. In case a Client is a private individual, such amounts shall (also) be stated including VAT.
  2. The Trainings offered by Regina Coeli are VAT exempt, since this company is recognised as an educational institution.
  3. VAT shall always be charged for the Regina Coeli Arrangement and accommodation costs.

 

Article 12– Delivery

  1. Due to the strictly personal nature of the Training, one Learner can never be substituted by another one due to absence, illness or otherwise.
  2. In such cases, Regina Coeli reserves the right to offer an alternative for a room at the “Eikenheuvel” guest house, with any potential additional costs to be borne by Regina Coeli. Regina Coeli shall inform the Client of this by telephone and/or email, 2 workdays before the commencement of the Training at the latest.

 

Article 13 | Compliance

  1. The Training shall comply with the (Distance) Agreement and shall be executed in a professional way, utilising the proper facilities.
  2. The Training shall include all study materials a Learner needs. Should a Learner request and receive additional study materials, the costs for such materials shall subsequently be charged to the Client.

 

Article 14 | Payment

  1. Payment refers to any form of payment recognised by banks. Regina Coeli shall require the Client to pay the total Costs 14 calendar days before the commencement day of the Training, as specified in article 4, paragraph 2.
  2. In case and insofar as the period in between the moment the (Distance) Agreement is concluded and the Training commences is shorter than two weeks, the signed Quotation shall be returned by the Client immediately and payment shall be received by Regina Coeli straight thereafter.

 

Article 15 | Late payment

  1. The Client, not being a private individual, is in default by law from the passing of the payment date agreed for an invoice sent by Regina Coeli onwards, without prejudice to the option for Regina Coeli to offer to make good such a default of payment.
  2. Without prejudice to its other rights vested in it, Regina Coeli shall be entitled to suspend its obligations arising from the (Distance) Agreement for as long as the Client does not fulfil his/her payment obligations, without Regina Coeli being liable for any consequences of such suspension in any way.
  3. Regina Coeli can, but is not obliged to provide a Training which could not be provided due to any suspension as specified in this paragraph 2 at a later date thereafter.
  4. If (i) a private individual Client does not fulfil his/her payment obligation(s) in time and still has not done so after he/she has been notified by Regina Coeli of being granted another period of 14 calendar days to fulfil his/her payment obligations, after this 14-day period has passed, he/she will owe the statutory rate of interest on such payment, and Regina Coeli shall be entitled to charge him/her for any extrajudicial costs of collection. Such costs of collection shall amount to the following maximums: 15% of any outstanding amounts up to € 2,500; 10% of any further € 2,500 and 5% over any further € 5,000 – with a minimum of € 40.
  5. For Clients applies that Regina Coeli shall be entitled to compensation of the statutory rate of interest and compensation of any potential (extra)judicial costs of collection in accordance with the Wet Normering Incassokosten (Standardised Collection Costs Act) if the Client is in default (of payment).
  6. During the handling of any claim or dispute in accordance with the stipulations in article 21, Regina Coeli shall suspend charging any interest or costs of collection.

 

Article 16 | Liability

  1. Insofar as Regina Coeli is liable for any shortcomings and the Client suffers any damage in consequence, Regina Coeli’s liability for damages not being the direct consequence of personal injury, death or property damage shall be limited to compensation for direct damage.
  2. Regina Coeli shall expressly be not liable for any indirect damage suffered by the Client and/or Learners, including (but not limited to) loss of profit, lost savings, damages due to delay and/or business interruption.
  3. There shall be no exclusions or limits as regards Regina Coeli’s liability for personal injury, death or property damage.
  4. The liability (limitations) specified in paragraph 1 and 2 covers people in the employment of Regina Coeli and such people employed by Regina Coeli to execute the (Distance) Agreement.
  5. The Client indemnifies Regina Coeli against any claims by third parties, including Learners, arising from or in connection with the execution of the (Distance) Agreement.

 

Article 17 – Confidentiality

Regina Coeli, people in the employment of Regina Coeli or people employed by Regina Coeli to execute the (Distance) Agreement shall treat any information provided by the Client confidentially. In doing so, Regina Coeli shall comply with the applicable privacy laws.

 

Article 18 – Personal data

Regina Coeli processes any personal data provided by the Client in accordance with the Regina Coeli privacy policy, which can also be found on its Website.

 

Article 19 – Intellectual property rights

Unless otherwise agreed, modules, models, techniques and instruments, amongst others software as well, used to execute the (Distance) Agreement are and remain the property of Regina Coeli. Disclosure can therefore only occur after obtaining Regina Coeli’s written agreement beforehand.
The Client shall also be entitled to reproduce items for use in its own organisation, insofar as these agree with the objective of the (Distance) Agreement. In case the (Distance) Agreement is terminated early, the foregoing shall apply mutatis mutandis.

 

Article 20 | Changes in the Terms and Conditions

  1. Unless agreed otherwise in writing, Regina Coeli can change its Terms and Conditions. Changes of the Terms and Conditions will be notified at least ten calendar days before their implementation.
  2. Changed Terms and Conditions shall be announced via personal notification or via a general notification on our Website.

 

Article 21 – Complaints and disputes resolution

  1. As far as possible, disputes shall be resolved between Client and Regina Coeli themselves in accordance with the Regina Coeli Complaints Policy
  2. Disputes between the Client and Regina Coeli with regard to the conclusion or the executing of the (Distance) Agreement with regard to services and goods delivered or to be delivered by Regina Coeli can be brought by both the Client and Regina Coeli before a Disputes Committee by either the Client or Regina Coeli. For private individual clients this is done by De Geschillencommissie Particuliere Onderwijsinstellingen, Bordewijklaan 46, Postbus 90 600, 2509 LP Den Haag (www.degeschillencommissie.nl). For business Clients, this is with De Commissie Kwaliteitshandhaving (Quality Enforcement Committee) of The NRTO, Papiermolen 34, 3994 DK Houten (www.nrto.nl/kwaliteit/commissie /).
  3. The Geschillencommissie/De Commissie Kwaliteitshandhaving will only accept a dispute for resolution once the Client has submitted its complaint to Regina Coeli first and once this has not resulted in a solution satisfactory for both parties.
  4. Any dispute must be submitted to the Geschillencommissie/De Commissie Kwaliteitshandhaving within 12 months after such submission of a complaint.
  5. A fee shall be charged for the handling of any dispute.
  6. If a Client submits a dispute to the Geschillencommissie/De Commissie Kwaliteitshandhaving, Regina Coeli shall be bound by this choice.
  7. If Regina Coeli would like to submit a dispute to the Geschillencommissie/De Commissie Kwaliteitshandhaving, Regina Coeli shall ask the Client in writing first to comment on this or provide his/her agreement within five weeks. In this, Regina Coeli shall declare that Regina Coeli shall deem itself free to submit the dispute to an ordinary court after the above deadline has passed.
  8. The Geschillencommissie/De Commissie Kwaliteitshandhaving shall make a decision in accordance with the provisions of the regulations applicable to it. The Geschillencommissie/De Commissie Kwaliteitshandhaving decision shall be made in the form of a binding recommendation.
  9. The Agreement is solely subject to Dutch law, unless on the basis of mandatory legal provisions the law of another country applies. The 's-Hertogenbosch court shall have jurisdiction over disputes arising in connection with this (Distance) Agreement.

 

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