Terms and Conditions

 Language Centre

A. General Policy

1. Fees are effective from 01/09/2024 and are payable in advance. They are not subject to VAT.
2. Fees are exclusive of books (except where otherwise indicated). Purchase of a textbook is mandatory for A1 to B2 General French classes. All our textbooks are available with a 10% discount at our partner Blackwell’s Edinburgh South Bridge.
3. A free evaluation is provided at the Institut français to help you decide which course is best for you.
4. All students of the Institut français d’Ecosse are entitled to a free membership for one year from the start of their membership, valid for one year.
5. The Institut français d’Ecosse may be closed on Bank Holidays. Courses which fall on these dates may be rescheduled accordingly.
6. Adult Group classes are only for learners aged 18 and over.
7. We reserve the right to refuse admission.
8. Information collection: information we collect might be used for internal purposes in order to improve our services.
9. Allegations of misconduct will be investigated by the Institut français d’Ecosse. Violent, indecent, disorderly, threatening or offensive language is in breach of this code of conduct and the offending student will be disbarred from their courses.
10.  It is forbidden to record any classes in any audio, video, or other digital format.
11.  Animals are not permitted in any classes except for assistance animals.
12.  In accordance with security guidelines from the French consulate, we are unable to keep personal luggage at the reception of the Institut. We therefore strongly advise you to make arrangements to store your belongings before attending your class, as you may be refused entry otherwise.
13.  The Institut français d’Ecosse is not liable for any loss/damage to personal property that occurs on its premises.

 

 

B. Group Courses Policy

• Terms of Enrolment and Payment

1. Enrolment procedure:

1. Once your level has been established you can enrol either online on our website here, in person at our front deskt,  or by phone.

   Payment:

2. We accept online payments, by credit or debit card, cash up to £205, or cheques (should be made payable to ‘Institut français).
3. Payment must be made in full at time of enrolment. We regret that we cannot accept payment of fees by instalments.
4. Payment of the enrolment fee indicates acceptance of our Terms and Conditions.
   DISCOUNTS: You may benefit from 2 cumulative discounts :
   1 Discount: Early Bird* OR multiple enrolments**
   2 Discounts: Early Bird* AND multiple enrolments**

   a. Early Bird*: when available, you may benefit from this discount if you enrol until three weeks before the first day of the term.

   b. Multiple enrolments**: when available, you may benefit from this discount in the following three cases:
   -If you enrol in two or more classes in the same term (certain exceptions may be made on the Summer Term)
   -If you enrol in two or more consecutive terms (certain exceptions can be made on the Summer Term)
   -If you enrol with your spouse or partner, and/or your children One single payment will be required to benefit from this discount.

   CONCESSIONS: you may benefit from a concession fee if you are a full-time student, a GTCS registered teacher or if you are unemployed. Proof of eligibility will be required for all concessions.
   Discounts and concessions may not be cumulated. Discounts or concessions must be asked for at the time of enrolment. No partial reimbursement will be possible after enrolment.
   Discounts or concessions are not available on some specific workshops and courses. Please ask us for details.

5. Places are allocated upon receipt of enrolment with full payment.
6. Unless otherwise specified, our classes are limited to 14 students per class for adult classes, 10 for teenagers from the age of 10, and 8 for children up to 10 years old.

 

• Cancellation and Refunds

1. A course will be fully refunded in case it is cancelled or closed due to an insufficient number of students, or for any other reason beyond our control. No other cost except the course fee will be refunded.
2. Fees are not refundable once the course has started and no partial refund can be granted for classes not attended. The Institut français d’Ecosse cannot accept any responsibility for unforeseen changes in students’ circumstances that may prevent attendance. Requests for cancellations and refunds must be made in writing with your original receipt, before the first day of the course. The following charges will apply:

   -if received 7 days or more before the first day of course: £20

   -from 6 days to the eve of the first day course: £50.

3. Changes in work or schedule, loss of work, transport issues, poor internet connection, illness, moving to another country, or family issues, etc. will not entitle the student to a full refund or a credit.
4. The Institut français d’Ecosse reserves the right to cancel a class if enrolment does not meet the minimum requirement of 7 students, in which case fees will be fully refunded.
5. If only 6 students are booked a course for a term course, the course will be shortened to 10 weeks instead of 11.
6. Tuition fees based on pro-rata basis will not be permitted.
7. Change of course

   Transfer to another class of the same type/format is only possible if the level of your class proves unsuitable. Transfer is subject to availability and only possible within the same term and with approval of the administration. Transfer to another course of the same type is only possible within the first two weeks in the same enrolment period.

   All requests must be first made in writing to the administration.

 

Course Formats

The Language Centre of the Institut français d’Ecosse offers a variety of courses, on site or online, for adults and for young learners.

Onsite

Courses labelled as onsite may be converted to an online format if the Institut français d’Ecosse deems it preferable for health & safety reasons, transport strikes or any reason beyond our control.

An internet connection is requested for onsite as well as online courses, to access our platform and learning documents.

100% Online courses

Courses labelled as online / e-learning cannot be converted to onsite course once they have begun and will therefore remain online. 

For online courses, a suitable internet connection, camera and audio are required. Students should be visible and available to always interact with the teacher and fellow students. Having cameras on significantly enhances learning, focus and engagement, while creating a more interactive and personalised learning experience.

It is forbidden to record any classes in any audio, video, or other digital format. 

 

YOUNG LEARNERS

1. Keeping children safe is of the utmost importance to us and to the schools we work with. All our teachers have been subject to a PVG check.
2. All information will be handled in a secure and confidential manner and held in accordance with the Data Protection Act. Data will only be collected, stored and used for activities related to the Institut français.
3. As a guardian, you are responsible for the good behaviour of your child and you understand that uncooperative attitude and disruptive behaviour will not be tolerated and might lead to expulsion (refunds will not be granted under these circumstances).
   Bullying, harassment, victimisation and discrimination will not be tolerated.
4. The Language Centre is non-denominational and welcomes staff and children from different ethnic groups, backgrounds and creeds.
5. Each pupil is responsible for the security and safe use of all his / her personal property including money, mobile electronic devices, locker keys, watches. etc.
6. Students are asked to refrain from using cell phones during lessons, unless advised otherwise for learning purposes.
7. Some children and young people require additional support due to special educational needs (SEND) or other factors, and in line with the Equality Act 2010, we can make reasonable adjustments to provide a stimulating and inclusive environment for most children, regardless of their specific needs. Please speak to our team on 0131 285 60 30 or email frenchclassesife@gmail.comif you have any questions or would like to discuss the suitability of class/camp for your child.

   
   Onsite courses

8. Pupils are advised to arrive on time for all lessons.  
9. Parents must contact reception if their child will miss a class.  
10.  Care must be taken of all school property and no student should damage any school furniture/material. Any damage to school property will be dealt with strictly. 
11.  For some courses, parents are requested to complete and return a liability waiver and/or a food allergy form that will be sent by the administrative team.

    Online courses

12.  As a guardian, parents supervise their child’s internet activity and online learning – the Institut français d’Ecosse cannot be held accountable for the student misuse of the Internet. 
13.  All information will be handled in a secure and confidential manner and held in accordance with the Data Protection Act. Data will only be collected, stored and used for activities related to the Institut français d’Ecosse.
14.  Students are asked to refrain from using cell phones during lessons, unless advised otherwise for learning purposes. 
15.  Please ensure everyone in the room is appropriately dressed and uses appropriate language.   

 

C. Private tuition Policy

1. All sessions courses within a contract must be used within one year, starting on the day of your first session class.
   Terms of Payment.
2. Payment: Full payment is to be received at least 2 working days before the first class. If a company is paying for your course, a signed purchase order may be deemed acceptable. We reserve the right to cancel lessons if payment has not been made in due time.
3. Cheques should be made payable to Institut français, crossed A/C Payee only. For BACS payments, please request an invoice which will show our bank details. Payment by Credit/debit card can be made in person or over the telephone.
4. Private tuition courses can be arranged at the client’s premises. An extra charge is applied if the is in Edinburgh outside zone A (£5/hour).

Cancellation and refunds

1. Policy for cancellations / Change in schedule: Fees are non-refundable. Classes may be rescheduled provided that a notice is given at least 24 hours before the class is due (business day, Monday 9.30 am to Saturday 1 pm). However, any rescheduled classes must be within the duration of the contract and according to the availability of the tutor. Please call 0131-285 6030 or email frenchclassesife@gmail.com for any changes in schedule.
2. Due to the very nature of the tailor-made classes, we regret that no refund can be made after classes have begun and no partial refund can be granted for classes not attended. The Institut français d’Ecosse cannot accept any responsibility for unforeseen changes in students’ circumstances that may prevent attendance.
3. Requests for cancellations and refunds prior to the beginning of the course must be made in writing, at least 48 hours. The following charges will apply:

-if received 7 days or more before the first day of term course: £20

-from 6 days to the eve of the first day term course: £50.

 

D. Corporate Courses

General Policy

1. Classes can take place at your office, on our premises or online.
2. A complimentary evaluation/advice service can be arranged by the Institut français d’Ecosse prior to registration to help you choose your learning programme.
3. We provide individual and group tuition for all levels of proficiency from beginner to advanced.
4. Courses are tailor-made in terms of the number of hours, location and schedule.
5. Face-to-face classes or online classes are for a minimum of 60 minutes.
6. To ensure optimal learning experience, we recommend a maximum of 8 students per group. 
7. The Institut français d’Ecosse  is closed on Bank Holidays. Any lessons that fall on these dates will be rescheduled after consultation with the students. 
8. As part of our service to help you enjoy French culture and language, all students are entitled to a one-year membership to the Institut français d’Ecosse.

Terms of Payment

1. Fees are effective from 01/01/2024 and are payable in advance. They are not subject to VAT.
2. Upon receipt of the signed quotation, the Institut français d’Ecosse will organise the courses and issue an invoice.
3. Payment is due within 30 days from the invoice date. Full payment must be received by the due date stated on the invoice. Failure to make full payment by the due date may result in lesson cancellation.
4. We accept payments by bank transfers, Visa and Mastercard. A purchase order may be submitted at the time of booking the course if the company requests the purchase order number to appear on the invoice.
5. Fees are exclusive of books.
6. Transport to the client’s premises beyond zones A in Edinburgh is payable by the client.

    

    

   Cancellation and refunds
   1. No refund can be made after classes have started.

   2. A maximum of 40% of the lessons can be rescheduled. Any subsequent lessons will be forfeited. 
   3. All lessons within a contract must be used within the year. Beyond the validity period, any remaining classes will be considered forfeited.
   4. To cancel a scheduled lesson, a 24-hour notice period is required. Lessons not cancelled within this period, excluding Saturdays, Sundays and England’s bank holidays, will be charged without exception. 

 

E. Complaint Policy & Procedure

At the Institut français d’Ecosse we do our best to ensure that you are satisfied with your educational experience. To make the Language Centre an enjoyable place to study and work in, we have established some guidelines.

In the event you have a problem and wonder what to do about it, we have a complaints policy which you can read and follow.

Non-Academic

• If you have a Non-Academic complaint, you should do the following:
• In the first instance, speak to the reception staff.
• If you are not satisfied with the result, take your complaint to the Course Coordinator (contact details below).

Academic

If you have an Academic complaint, you should do the following:

• In the first instance, speak to your teacher and share your concern.
• If you are not satisfied with the result, you can then take your complaint to the Course Coordinator.

Formal complaint

If, having followed the procedure above, you are still not satisfied, then you are advised to make a formal complaint, in writing, to the Director of Studies. A formal complaint will be investigated thoroughly and dealt with according to the merit of the complaint. The procedure is as follows:

• Please put into writing an explanation of the exact nature and reason for the complaint and present this to the Director of Studies, Mrs Charlotte Hyvernaud.
• The Director of Studies will acknowledge receipt of your complaint and you should receive a written statement of the outcome and the reasons for this decision within 5 working days of lodging the complaint.

Director of studies : charlotte.hyvernaud@institut-francais.org.uk

 

F. DELF – DALF Exams

1. Examination enrolment will close at the time indicated on the national calendars. Candidates are entitled to a 14 day cooling-off period after signing up for an examination. There may be special circumstances in which the examination centre will consider transferring enrolment to a further session / reimbursing fees paid once the 14-day cancellation period has passed. Any such case will be considered on its own merit and any decision taken will be at the discretion of the examination centre.

2. It is the candidate’s responsibility to check that their name and details are exact and correctly spelt on their statement of entry, as they appear on their passport. The same details will appear on the candidates’ final certificates.

3. Any discrepancy between a candidate’s examination registration details and their passport (eg diminutive used instead of full given names) may lead to the candidate being refused access to the examination room.

4. Candidates should inform the examination centre should their details change during the examination period (from enrolment to the arrival of diplomas up to 6 months later)

5. Should they have any special needs, candidates should inform the examination centre and provide a medical certificate at the time of registration.

Each case will be considered individually and candidates will be informed as early as possible of their eligibility for access arrangements

Please refer to FEI rules : https://www.france-education-international.fr/diplome/droits-devoirs-candidat-delf-dalf?langue=fr

6. Examination dates may be subject to alterations or cancellations in cases of force majeure.

7. Once set, the schedule of oral examination dates and times may not be altered.

8. Oral examinations may take place early in the day / late in the evening. There may be a long gap between a candidate’s oral and written examinations, and oral examinations may be held on a different day to written examinations to accommodate the number of candidates enrolled.

9. Oral examinations may be recorded.

10. Statements of entry / oral examination schedules will be sent two weeks prior to the examination. Candidates are required to check email attachments sent to them. It is the candidate’s responsibility to enquire at least one week prior to the examination if they have not received an email from the examination centre, so they can make the necessary arrangements.

11. Candidates should arrive 15 minutes prior to the beginning of their examination. Late arrivals will not be accommodated.

12. Candidates will be required to bring official proof of identity on their examination days. Only the following original documents will be accepted: passports, national ID cards, photo driving licences, national residence permits with photo. Failure to produce one of the above-mentioned cards will deny candidates access to the examination room.

13. DELF/DALF candidates will be informed by email whether they have passed or failed.

14. Diplomas must be collected by the candidate at the examination centre and within two weeks of notification and with official proof of identity. No certificate / diploma will be sent directly to candidates by post.

15. Should a candidate find themselves unable to collect their results or diploma, they may write a letter of proxy authorising a third party to collect their documents on their behalf. The letter must be manually signed and bear the name of the candidate, the name of the person collecting their document, the name of the examination and document, and the date. The third party will bring the printed letter, their own passport or photo driving licence, and a photocopy of the candidate’s ID.

16. Diplomas may not be reprinted, unless to amend an error on the original document. Reprints due to unchecked errors will incur an extra charge of £15 per diploma.

17. For candidates under the age of 18, the responsibility of all of the above falls on their parents or legal guardians.

18. DELF Prim candidates and all candidates under the age of 16 are required to be accompanied by an adult (parent, teacher or guardian) at all times when at the examination centre in between examinations. The responsibility of the child remains with the parent / guardian / teacher. The examination centre cannot accept unaccompanied candidates under the age of 16.

19. Parents or guardians of a minor wishing to collect their certificates / diplomas will need to bring their own ID and their child’s ID when collecting the documents.

E. COVID-19 – Special terms and conditions

1. The Institut français d’Ecosse is closely monitoring the governmental guidelines and adapting its French Language courses based on those. Classes that are onsite, could become online classes if any new sanitary rules are updated by the government guidance.

 

Cultural Centre

 

1. Definitions

1. “You” means everyone who purchases a ticket or who visits the Institut français d’Ecosse, whether or not they have purchased a ticket.
2. “Us” or “We” means the Institut français d’Ecosse.
3. A full event programme is available on our website at www.ifecosse.org.uk (the “Website”)

 

2. Introduction

1. These Terms of Admission, as may be from time to time amended, (these “Terms”) set out the general terms which apply to you.
2. Nothing in these Terms affects your statutory rights as a consumer.

 

3. Age Restrictions

1. Entry to films and events is restricted by the classification given by the British Board of Film Classification or others. We are required to refuse admission to anyone who is below the minimum age required by the relevant classification.
2. Anyone can be admitted to films classified as U or PG
3. Children under 12 can be admitted to films classified as 12A but only if accompanied by an adult (i.e. someone over the age of 18).
   Nobody under the age of fifteen can be admitted to films classified as 15
   Nobody under the age of eighteen can be admitted to films classified as 18
   Children under age 7 must be accompanied by a parent or guardian for all films starting at or after 7:00 pm.
   Children under age 5 must be accompanied by a parent or guardian at all time
4. Babies under the age of 1 can go into screenings providing that:
   1. they sit on a lap for the entire screening (i.e. do not take up a seat);
   2. they are removed by a parent or guardian from the auditorium should they cause disturbance to other customers; and
   3. the film is classified as U, PG or 12A.
   Babies under the age of one will be admitted without charge. Tickets must be booked for everyone else.
5. We reserve the right to require you to prove your age with appropriate photographic ID if you are going to a 12A, 15, 18 film. If you are unable to prove your age you will not be able to watch the film or attend the event. We reserve the right to ask for such proof at any time you are on our premises.
6. If you buy a ticket before we know its classification and you are not old enough to be admitted to the screening we will issue you with a full refund.

4. Food and Drink

1. No food or beverages are allowed in the auditorium/cinema room of the Institut français d’Ecosse.
2. All areas within the Institut français d’Ecosse are strictly non-smoking.

 

5. General

1. Mobile phones must be switched off or in a silent mode before you enter the auditorium. You must not take or make calls inside the auditorium.
2. You must adhere to any health and safety procedures or instructions that are in place and notified to you by our staff or by notices.
3. It is a serious criminal offence to copy or attempt to copy any film or other copyright material exhibited in any part of the Institut français d’Ecosse, punishable on conviction with an unlimited fine and imprisonment of up to a maximum of ten years. You are not permitted to bring cameras and/or recording equipment of any kind into the Institut français d’Ecosse.
4. We endeavour to show films or events in accordance with the programme that we advertise. However, there may be circumstances in which we are unable to comply with the advertised programme and in such cases, our liability to you is limited to a full refund of the tickets purchased. We are unable to take responsibility for programme information advertised by third parties
5. We reserve the right to ask for proof of status for concessionary tickets at any time that you are on our premises.
6. You acknowledge that the cancellation rights contained in the Consumer Protection (Distance Selling) Regulations 2000 (as amended) do not apply to the services we offer for advance sales of tickets.
7. You must not purchase tickets except for personal use and you represent and warrant that tickets are not purchased as part of any form of a for-profit business or commercial activity unless we have expressly authorised otherwise in writing.
8. We accept no responsibility for any personal belongings that are brought to the Institut français d’Ecosse.
9. You must comply with the conditions on our Licences as notified to you by our staff or by notices

 

6. Refusal of Admission

1. We reserve the right to refuse admission or require you to leave the premises without a refund if you:
   • 1. behave in an anti-social or threatening manner
   • 2. put the safety of our customers, our employees or our building at risk
   • 3. otherwise breach these Terms
2. We reserve the right to refuse admission to anyone arriving late, after the doors of the auditorium closed. The doors of the auditorium close exactly on the time of the event specified on your tickets.

 

7. Website – terms of use

1. The Terms in this section (“Website Terms”) set out the legally binding terms which apply to everyone who accesses or uses the Website. By accessing or using the Website you agree to be bound by these Website Terms. If you do not wish to be bound by these Website Terms you must leave the Website immediately, or not enter it at all.
2. The Website is provided free of charge and we make no guarantee that it will be uninterrupted or error-free. In addition, we reserve the right to modify or discontinue, temporarily or permanently, all or any part of the Website without notice and without liability.
3. The Website and the materials on it are protected by copyright, trademark and other intellectual property rights and laws throughout the world. The materials on the Website are owned by or licensed to us and may not be copied, reproduced, republished, uploaded, posted, transmitted or distributed in any way without our consent. Modification of the materials or use of the materials for any other purposes is a violation of the copyrights and other proprietary rights.
4. The Website contains links to other websites which are not controlled by us. The fact that we may provide a link to any such website does not mean that we endorse that website. Such links are only provided for your convenience and you access them at your own risk.
5. Customer data and any personal information are processed in accordance with local law and are not sold to third parties.

 

8. Online Ticket Purchases

1. Tickets for films and events at the Institut français d’Ecosse are sold by us at the prices displayed for the relevant performance and the amount payable for them will be debited immediately from your credit or debit card. By requesting tickets through the Website you are placing a booking request for them on these Terms which are only accepted and binding on us once we have debited your card and sent you a confirmation booking reference which will be displayed on your screen and emailed to you.
2. In the case of tickets being offered for sale at the wrong price on-line (i.e. at a higher or lower price than is applicable at the box office) we reserve the right to insist that the tickets are refunded and the correct prices charged.
3. Once a booking is confirmed the ticket is non-refundable. Tickets may be refunded in accordance with Clause 10.1
4. When you arrive at the Institut français d’Ecosse, present your e-ticket or give your name directly to the usher. You will need to bring either your membership card or proof of right to concession with you.
5. Bookings made on the Website are encrypted for security. However, you acknowledge that the Internet is not entirely secure and whilst we will take reasonable steps to safeguard the security of any card information you impart, we shall not be liable for any damage you may suffer as a result of the loss of confidentiality of any such information.
6. Members must enter their details at the time of purchasing to claim any discount. It is not possible to amend the booking once it has been completed.
7. Claims must be made no later than 28 days after the purchase date

 

9. Returning tickets

1. Tickets cannot be exchanged for another performance or for a credit voucher.
2. Tickets are non-refundable and non-exchangeable

 

10. Refunds

1. Tickets will not be refunded unless a performance is cancelled or abandoned
2. In the case of tickets being offered for sale at the wrong price on-line (i.e. at a higher or lower price than is applicable at the box office) we reserve the right to insist that the tickets are refunded and the correct prices charged.

 

11. Privacy

1. Customer data and any personal information are processed in accordance with local law and are not sold to third parties. All the information you give us about you will be looked after in accordance with the GDPR of May, 25 of 2018.
2. The payment data you submit will be securely stored and encrypted by our payment service provider using up to date industry standards. Please note that we do not ourselves directly process or store the debit/credit card data that you submit.

 

12. Customer Services

1. Should you wish to contact us, please write to the Management, Institut français d’Ecosse, West Parliament Square Edinburgh EH1 1RF, email or telephone 0131 285 6030

 

13. Jurisdiction

1. This agreement shall be governed by, construed and enforced in accordance with the laws of Scotland. Any action you or we bring to enforce this agreement shall only be brought in the courts of Scotland and you expressly consent to the jurisdiction of said courts. If any provision of this agreement shall be unlawful, void or for any reason unenforceable then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.

Special Notice:

All covid rules and restrictions have been lifted in Scotland, but the virus has not gone away.
We therefore ask you kindly to use ’Covid sense’ to help protect yourself and others.
Coronavirus in Scotland – gov.scot (www.gov.scot)