Terms and Conditions for EIAPD
1. Payment Terms
All course fees must be paid in full at least 28 calendar days prior to the course start date. If your booking is made less than 28 days before the course start date, full payment is required immediately upon booking. An invoice detailing your booking and fees will be issued after your booking is confirmed.
Payments can be made via bank transfer to the provided account details. Please ensure that your payment covers all bank transmission fees both in your country and in Germany. If any fees remain unpaid upon your arrival, you may be asked to settle the outstanding balance.
EIAPD reserves the right to cancel any booking or arrangement if the payment terms are not met.
2. Booking Cancellations
If you need to cancel your course, you must notify us in writing as soon as possible. The following cancellation fees apply:
- More than 28 days before course start: Full refund of fees paid.
- 28 to 8 days before course start: 50% of total tuition fees are payable.
- 7 days or less before course start: Full tuition fees are payable, and 25% of accommodation fees, if applicable.
3. Course Cancellation by EIAPD.eu
All courses are subject to reaching a minimum number of confirmed participants. Registered participants will be informed approximately 8–12 weeks before the course start date whether the course has been confirmed or cancelled due to insufficient enrollment. Until official confirmation is received, we strongly recommend that participants do not book non-refundable flights or accommodation, or book only refundable options.
In the event that EIAPD must cancel a confirmed course for reasons within our control (other than force majeure, as defined in Clause 7), all tuition fees paid will be refunded in full. EIAPD will not be liable for any additional costs incurred by participants, including but not limited to travel, accommodation, or visa expenses.
In the event of cancellation due to force majeure, the terms set out in Clause 7 apply.
4. Early Departure & Curtailment of Course
If you need to leave your course early, no refund will be provided for course fees or accommodation fees already paid.
5. Certificate of Attendance & Minimum Attendance Requirement
A Certificate of Attendance will be issued only to participants who have attended a minimum of 80% of scheduled course hours (equivalent to 4 out of 5 days for a standard 5-day course).
Attendance is recorded daily by course facilitators. Partial attendance on a given day — for example, arriving late or leaving early — will be recorded proportionally.
We understand that illness or genuine emergencies may arise. If a participant is unable to attend due to illness or force majeure, they should notify us as soon as possible. In such cases, we will provide a Letter of Participation documenting the actual hours attended, which participants may submit to their sending institution along with any relevant supporting documentation. We are unable to certify attendance that did not occur.
Participants who do not meet the minimum attendance threshold due to personal choice (for example, sightseeing, personal travel, or other discretionary absence) will not receive a Certificate of Attendance, and no refund will be issued.
This policy is consistent with Erasmus+ programme requirements, which specify that host organisations must accurately certify the duration and activities completed during a mobility period.
6. Participant Conduct & Course Engagement
Our courses are academically focused and designed to provide substantive professional development. Participants are expected to conduct themselves in a professional and respectful manner towards trainers and fellow participants according to the spirit of Erasmus+ values.
EIAPD reserves the right to ask a participant to leave the course if their conduct or level of engagement is significantly disruptive to other participants or incompatible with the educational objectives of the programme. In such cases, no refund will be issued and a Certificate of Attendance will not be provided.
Grounds for removal under this clause are limited to: persistent disruptive behaviour or conduct that is disrespectful or harmful to others. This clause will not be applied arbitrarily and will only be invoked where there is clear and documented cause.
7. Force Majeure & Liability
Force Majeure
EIAPD is not liable for any failure to perform its obligations due to events beyond its reasonable control that could not have been avoided with all reasonable measures. This includes, but is not limited to: natural disasters (including floods, storms, and their consequences), acts of terrorism, civil unrest, pandemics, government actions, strikes, and disruptions in essential services such as electricity or internet connectivity.
In the event of force majeure affecting a confirmed course, EIAPD will endeavour to offer an alternative date or format where practicable. Where this is not possible, no refunds will be provided for costs already incurred, though participants will not be charged further fees. EIAPD recommends that participants hold appropriate travel insurance.
General Liability
EIAPD will not be held liable for any indirect, incidental, or consequential damages, losses, or injuries arising from participation in our courses or from circumstances beyond our control. This includes, but is not limited to, delays, cancellations, or changes to course or accommodation arrangements caused by events such as warfare, acts of terrorism, natural disasters, or industrial disputes.
Nothing in these terms limits EIAPD’s liability for death or personal injury caused by our negligence, or for any other liability that cannot be excluded under applicable German law.
8. Data Protection & Privacy (GDPR)
EIAPD processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable German data protection law. The data controller is Dr. Jan Schmidt, European Institute for Academic and Professional Development (EIAPD), Hafenweg 16, 48155 Münster, Germany.
By registering for a course, you acknowledge that we will process personal data including your name, email address, institutional affiliation, address, and course-related information for the purposes of registration, communication, invoicing, and issuing certificates of attendance.
Full details of how we collect, use, store, and protect your personal data — including information about third-party processors, AI tools we use, your rights under GDPR, and how to contact us — are set out in our Privacy Policy.
9. Photography & Media Consent
During the course, EIAPD may take photographs and video recordings for documentation, educational, and promotional purposes. Participation is entirely voluntary — you may indicate your preference during registration or inform course organisers on-site.
Photography and media use constitutes processing of personal data and is handled in accordance with Clause 8 of these terms. For full details on purpose, use of images, and how to withdraw consent, please refer to our Photography & Media Consent Policy.
10. Governing Law & Jurisdiction
These terms and conditions are governed by the laws of the Federal Republic of Germany. Any disputes arising from or in connection with these terms that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the competent courts of Münster, Germany.
These terms apply to all courses operated by EIAPD (the German entity), including courses delivered in collaboration with EIAPD Spain. Courses operated by affiliated entities in other countries may be subject to separate terms and conditions issued by those entities.
Acceptance of Terms
By completing a course registration with EIAPD, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions. If you have any questions or require further clarification, please contact us at [email protected] before completing your registration.