Terms and Conditions & Academic Policies

1. Terms and Conditions: group formation and start dates

Group size

• Children and teens: 4 to 8 students at most.
• Adults: 6 to 10 students (the minimum to start a group is 6 students).

Start window and coordination

The Academy undertakes to send the class schedule and the instructor's name within 7 days of payment, and for classes to actually begin within 14 days at most from the payment date.

Delay guarantee

If the group cannot start within 14 days, or the schedule is changed in a way that does not suit the subscriber, the subscriber is immediately entitled to a full refund (100%) in cash with no administrative deductions, or to have the amount converted into learning credit on request.

2. A group falling below its size after the start

If a student withdraws and the number drops below the minimum, one of the following two paths applies:

• Default path (free merge): students are moved and merged into another fully equivalent group at the same level and time, at no cost.
• Exceptional path (Semi-Private mini-group): if the remaining students unanimously agree in writing to continue as a closed private group with the same original session length, an increase of only 20% to 30% is added to the value of the remaining sessions for each student. If any student objects, the free merge applies automatically.

3. Attendance, absence and excuses

Groups

• The maximum permitted absence is 15% of the total sessions of the level or package; exceeding this forfeits the right to claim a repeat of the missed parts except at the subscriber's expense.
• Sessions postponed by the Academy count as approved attendance and are not counted as absence.
• Missed sessions can be made up with private sessions by paying their separate official price.

Private tutoring

• Excuses and rescheduling must be made at least 6 hours before the session through the official channels.
• An excuse made less than 6 hours before, or not attending without notice, counts the session as delivered and it is deducted from the balance to cover the teacher's reserved time (documented emergencies backed by an official report are excepted, once only).

4. Freezing and validity of special packages

How freezing works

Freezing must be requested in writing 48 hours before it starts, and the full period is taken as one continuous block without splitting:

• One-month packages: no freeze.
• 3-month packages: two continuous weeks (14 days).
• 6-month packages: one continuous month (30 days).
• Annual packages (12 months): two continuous months (60 days).

Effect of freezing on the teacher

Freezing automatically releases the teacher and time slot so they can be offered to other students. On return, the student resumes according to the teacher's availability at that time; if the teacher is busy, an approved substitute or alternative times are provided.

Validity cap for the annual package

The final maximum validity for using the annual package's sessions is 14 months, an absolute limit counted from the first session and including the freeze period. Any unused sessions lapse after that.

5. Cancellation and refund policy

• Level placement test: offered by the Academy completely free (100% free) and nothing is deducted for it on refund.
• Statutory right of withdrawal: a full 100% cash refund within 7 days of payment, provided the first session has not started.
• Cancelling 48 hours or more before the course starts (after the 7 days): a cash refund minus a flat 10% administrative and bank fee only, or conversion of the full amount (100%) into learning credit.
• Cancelling less than 48 hours before the course starts: no cash refund because the seat is reserved, and the full amount (100%) is kept as learning credit for an alternative group.
• Withdrawing after the first session and before the second (groups): the value of the session is deducted at the package's original official price without offers, plus 10% administrative fee on the remainder, and the rest is refunded in cash. There is no refund from the second session onward.

Loss of the discount on special packages (3, 6, 12 months)

• If early termination is requested before 50% of the sessions have been used, the package discount is cancelled retroactively; the used sessions are priced at the official price (without the package discount) and the remainder of the amount paid is refunded.
• If the used sessions at the official price consume the entire amount paid, the refund is zero and the customer is not asked to pay any difference.
• After 50% or more of the sessions have been used: no cash refund.

• Seat gifting (transfer): available if 50% or more of the sessions remain, and the replacement takes the level test for free.
• Processing transfers: approved refunds are made within 7 to 14 working days through the original payment method.

6. Learning credit (voucher) rules

• The Academy's commitment: the Academy undertakes to offer a suitable alternative group within a maximum of 14 days from the date the credit notice is issued.
• Refund if no alternative is available: if the 14 days pass without a suitable alternative being provided, the customer immediately receives a full 100% cash refund with no deductions.
• Student acceptance window: once the subscriber is notified of the available alternative, they have 14 days from the notice date to confirm joining and use their credit.

7. The WeLearn Golden Guarantee

Scope

Applies to full-level packages in groups, and to private tutoring packages of 3 months or more.

Eligibility conditions

• Attending 90% or more of the total sessions (an excellence standard separate from the general absence limit).
• Submitting and having approved at least 80% of the homework and exercises through the platform.
• Keeping the camera on throughout the session to ensure mental and language engagement.
• Taking the final level exam at its scheduled time.

How the repeat works

• Groups: repeat the same level in full for free (100%) with a new group and a new instructor.
• Private tutoring: the free (100%) repeat is given by placing the student in an interactive group class; if the student prefers to repeat it as private (1-on-1), they receive an exclusive 50% encouragement discount on the fees of the new private package.

8. Camera, data protection and privacy policy

• Turning on the camera is an educational requirement to verify the student's identity and engagement during the session (technical faults reported to technical support are excepted, up to twice).
• Privacy protection: the Academy is committed to a personal data protection system; recording, storing or broadcasting images and videos showing the faces of students or children is strictly prohibited, and video is limited to closed live viewing during session time only.

Related policies

For information about cancellations and refunds, read the Refund and Deferral Policy. For information about personal data and privacy, read the Privacy Policy.