ActiLingua Academy

General terms and conditions

1. Scope of Application

These General Terms and Conditions of ActiLingua, Language Studies GmbH & Co KG, FN 257153t, Nikolsdorfer Gasse 7-11/16, A-1050 Vienna (hereinafter “ActiLingua”) are binding for all contractual relationships between ActiLingua and persons using its services (hereinafter “Customers” or “Participants”).

2. Programme and Services

The services provided are those described in the relevant programme specified in the enrolment confirmation or invoice.

3. Registration

Registration for a course and the booking of accommodation is done in writing or online through our website.

A deposit of EUR 198.00 on the total booking amount must be paid at the time of booking. Any optionally booked travel insurance must also be paid at the same time as registration and will be arranged once payment is received. If a visa is required, please see Section 10.

Within approximately two working days of receiving the full deposit, we will email you your booking confirmation with all necessary booking and payment details, as well as the proforma invoice. The booking shall only become binding once it has been confirmed in writing by ActiLingua. The automatic confirmation at the end of the booking process does not guarantee a course place. We recommend you do not book any flights/transportation or make any other arrangements until you have received our booking confirmation.

The remaining costs must be paid no later than 20 days before the course starts, except for Holiday Course bookings — see Section 3.1.

3.1 Holiday Course (16–19 years)

  • Payment: Full payment must be received at least 8 (eight) weeks prior to arrival. Once payment is received, we will send the “Welcome Letter” with all relevant course and accommodation information.
  • Accommodation: If payment for accommodation is not received at least 8 (eight) weeks prior to arrival, ActiLingua reserves the right to cancel the accommodation to minimize potential cancellation fees. The course booking remains valid, and participants are responsible for arranging alternative accommodation.
  • Cancellation: Pursuant to Section 18 (1) (10) FAGG, no statutory right of withdrawal applies (see Section 4). The following voluntary cancellation terms apply: For cancellations up to 8 (eight) weeks before the course start, 80% of the total amount will be charged; thereafter, 100%.
  • Late Payment: Statutory default interest, reminder fees, and any additional costs arising from late payment, including collection or legal fees, may be charged to the participant.

Note: Any reference to the Holiday Course in other sections (Sections 3., 6., 7.) refers to this section.

4. No Right of Withdrawal pursuant to Section 18 (1) (10) FAGG

Pursuant to Section 18 (1) (10) of the Austrian Distance and Off-Premises Contracts Act (FAGG), consumers are not entitled to a right of withdrawal if the contract concerns leisure-related services to be provided at a specific date or within a specific period. This applies to our language courses as well as to any booked accommodation and optional services (such as transfers, excursions, etc.), which are booked for a clearly defined period. Accordingly, no statutory right of withdrawal applies to such bookings. If a visa is required, please see Section 10.

5. Payment

Bank transfer:
Bank: Raiffeisenlandesbank Niederoesterreich-Wien AG
Bank address: Landstraßer Hauptstraße 2A-B, A-1030 Wien
Beneficiary: Language Studies GmbH & Co KG
SWIFT/BIC: RLNWATWW
IBAN: AT30 3200 0000 0521 2808

All payments shall be made free of any banking charges for ActiLingua.
We provide Credit Card payment (Visa, Mastercard).

6. Changes and Rebookings of Language Courses and/or Accommodation

6.1 Any changes and/or rescheduling of the language course, the course dates and/or the booked accommodation will be carried out, if at all possible, up to a maximum of 29 days before the original course start date and are subject to an administrative fee of EUR 50.00 per change/rescheduling.

6.2 The customer may reschedule the course a maximum of two times. Any further rescheduling requires the express prior written approval of ActiLingua Academy.

6.3 The course must be commenced no later than 12 months after the original booking date or by a latest course start date specified by ActiLingua Academy. If the course is not commenced within this period, the contract shall be deemed fulfilled. Withdrawal after this date is excluded and no refund of payments already made will be granted.

6.4 In the event of any further rescheduling approved by ActiLingua Academy, the full course and accommodation fee shall become immediately due and payable. Payment must be received within 10 working days after the invoice date in order to maintain the booking.
After this deadline, the cancellation terms set forth in Section 7 apply.

7. Cancellation Terms

7.1. Please note that, pursuant to Section 18 (1) (10) FAGG, no statutory right of withdrawal applies to bookings of language courses, accommodation, and our other services. Any cancellation rights granted are voluntary only and governed exclusively by the following conditions.

The following cancellation fees apply to cancellations of individual bookings:

  • Up to four weeks before the confirmed start of the course: 10% of the total amount but at least EUR 198.00
  • Up to two weeks before the confirmed start of the course: 50% of the total amount
  • Up to six working days before the confirmed start of the course: 80% of the total amount
  • Thereafter: 100% of the total amount

Holiday Course: See Section 3.1 for special cancellation terms.

A cancellation is effective upon ActiLingua’s receipt of the written notification.

If a booking is cancelled for which a visa has been applied for at an Austrian representative authority in the customer’s home country (embassy or consulate), ActiLingua will inform the representative authority of the cancellation.

University Preparation and Enrolment Guidance: The full deposit (= deposit EUR 198.00 plus fees for University Preparation and Enrolment Guidance) must be paid at registration and is non-refundable.

7.2. Cancellations of group bookings are subject to the following cancellation fees:

  • Up to 60 working days before the confirmed start of the course: 10% of the total amount
  • 59 to 29 working days before the confirmed start of the course: 50% of the total amount
  • 28 to 14 working days before the confirmed start of the course: 75% of the total amount
  • From 13 working days before the confirmed start of the course: 100% of the total amount

In the event of a reduction in the number of participants, the cancellation conditions for individual travellers as per section 7.1 apply accordingly.

7.3. Refunds & Payment Fees

Any refunds will be issued less the following costs and fees: applicable cancellation charges, bank transfer fees, and costs of any travel insurance purchased.

Refunds are always based on the actual amount received by ActiLingua.
For payments made via PayPal, credit card, or other payment methods that incur transaction fees, refunds will be made net of these fees.
Such fees are non-refundable, including in cases of cancellation, partial refunds, or refunds under Section 10.

8. Cancellation by the organiser

If ActiLingua has to cancel the course for a valid reason (e.g., insufficient number of participants), the full course fee will be refunded. ActiLingua will not reimburse any additional costs or other disadvantages incurred by the participant as a result of such cancellation.

9. Travel Insurance Package

It is recommended that participants take out travel insurance. Travel insurance is mandatory for the Summer School 12 – 17 courses. The travel insurance package (health, accident, luggage, and travel liability insurance) can be arranged for the duration of the stay at ActiLingua. Prices, conditions and cover are available on request.

10. Visa Information

It is the responsibility of the customer to obtain any necessary visas, and we recommend contacting the relevant visa authorities well in advance to confirm all requirements. ActiLingua is glad to support the process by providing relevant documents, including proof of payment and an invitation letter for submission to the Austrian embassy or consulate in the customer’s home country.

The invitation letter will be issued once full payment for the booked services has been received. All costs associated with the visa, such as embassy fees or courier charges, are the responsibility of the customer. While the invitation letter facilitates the application, it does not guarantee that a visa will be granted. By default, it will be sent directly to the embassy or consulate by email. If a postal or express courier copy is requested, additional charges will apply.

If the customer’s visa application is demonstrably rejected by the Austrian representation authority and the official notification of this rejection is received by ActiLingua no later than six working days before the course begins, ActiLingua will refund the course fees paid by the customer, minus the following costs and fees: a processing fee of EUR 398.00, DHL costs, bank charges (see also Point 7, last paragraph), and the cost of any travel insurance taken out.

Accommodation costs will only be refunded if, and to the extent that, the accommodation booking is still cancellable at the time the visa is officially rejected. Point 7, last paragraph, also applies accordingly in this context.

Refunds will only be made to the bank account or credit card from which the original payment to ActiLingua was made. Any deviation from this must be agreed in writing. Refunds are only possible upon timely submission of the written visa rejection issued by the Austrian representation authority to ActiLingua.

11. Liability at ActiLingua

ActiLingua shall be liable for damages, except for personal injury, only in cases of intent or gross negligence. Liability for slight negligence is excluded, except in consumer contracts where it concerns typical, foreseeable damages.

ActiLingua is not liable in cases of force majeure, natural disasters, terrorist attacks, pandemics, and other similar circumstances, civil unrest and criminal acts beyond ActiLingua’s control. Any liability of ActiLingua is in any case limited to the value of the language course or the package holiday booked.

12. Termination by ActiLingua

ActiLingua may terminate the contract without notice if the course participant persistently disrupts the course despite a warning from ActiLingua, or if the participant behaves in an unlawful manner or in breach of the contract to such an extent that, even taking into account the participant’s legitimate interests, it is unreasonable to continue the contract, thereby justifying an immediate termination of the contract without notice by ActiLingua. Immediate termination will be considered in particular if the participant violates the known laws (especially regarding drugs, alcohol, etc.), the rules of the language school, the places or facilities visited, the means of transport used, or the accommodation facilities, as well as the house rules and the rules of social coexistence (e.g., cyberbullying, violation of personal, image, and other rights, any form of violence against others, etc.). This also applies where the participant seriously endangers themselves or other participants.

The local representatives of ActiLingua are authorised to issue warnings and to terminate the contract on behalf of and with the authority of ActiLingua.

If ActiLingua terminates the contract in this manner, it retains the right to the full price. The value of any expenses saved must be refunded. Any additional costs incurred as a result of the immediate termination are exclusively borne by the customer. In such cases, the participant shall not be entitled to any refund beyond the value of services not yet provided.

13. Holidays and Closure Days

No classes will take place on Austrian public holidays. Group lessons will not be rescheduled or refunded. Individual courses, including those that are part of a Super-Intensive Course will be spread over the remaining individual course days.

The school is closed on weekends (Saturday and Sunday) and on the following days:

2025: 01.01. / 06.01. / 21.04. / 01.05. / 29.05. / 09.06. / 19.06. / 15.08. / 08.12. / 22.12. through 26.12.

2026: 01.01. / 06.01. / 06.04. / 01.05. / 14.05./ 25.05. / 04.06. / 26.10. / 08.12. / 25.12.

14. Notice

One lesson equals 45 minutes.

The minimum number of participants for a group course is 5. If this number is not reached, ActiLingua reserves the right to cancel the course – in which case the course fee will be fully refunded – or to hold 20% fewer lessons. In the latter case, no refund of the course fee will be granted.

15. Organiser

The German courses are organized by:
Language Studies GmbH & Co KG, FN 257153t
Nikolsdorfer Gasse 7-11/16, 1050 Vienna
Austria
UID: ATU 615 36 412

16. Photos and Videos

By registering for a German course at ActiLingua and the events taking place in this context, I acknowledge and consent that images and recordings of myself (including photos, videos, audio, and similar media) in which I am individually identifiable may be created and used by ActiLingua Academy and/or photographers, camera operators, or other third parties commissioned by ActiLingua Academy for press reporting and promotional purposes.

These materials may be published and distributed across various channels, including social media, online publications, print media, electronic newsletters, and the ActiLingua Academy websites (e.g., www.actilingua.com).

17. Applicable Law

Austrian law applies, excluding the UN Convention on Contracts for the International Sale of Goods (CISG) and conflict-of-law provisions. The place of jurisdiction is the registered office of ActiLingua in Vienna, unless otherwise stipulated by law. For customers who are consumers, the jurisdiction of the consumer court according to § 14 KSchG in its current version applies.

18. General Information

ActiLingua holds courses at various locations in Vienna. ActiLingua reserves the right to change programme content and prices for important reasons. Subject to printing and translation errors. In case of doubt, the German version of these General Terms and Conditions and all other contracts, conditions and contents shall be binding. Should any provision of these General Terms and Conditions be or become legally invalid, the remaining provisions contained therein shall remain in full force and effect.

Participants of live online courses are themselves responsible for a functioning internet connection. An inadequate internet connection does not entitle the participant to make up for missed lessons or to a refund.

Monday to Friday are considered business days.

19. Data Protection

Personal data is processed electronically by ActiLingua solely for the purposes of contract fulfillment and internal communication (Art. 6 (1) (b) GDPR).
Data is not shared with third parties, unless this is required by law or necessary for the provision of our services (e.g., to teachers).

Data is stored only as long as necessary to fulfill the contract or comply with legal retention obligations.

You have the right to access, rectification, erasure, restriction of processing, objection, and to lodge a complaint with the Austrian Data Protection Authority (www.dsb.gv.at).

Further information can be found in our Privacy Policy at:
https://www.actilingua.com/de/ueber-uns/kontakt/datenschutzerklaerung/

By registering for a course at ActiLingua Academy, you fully agree to these General Terms and Conditions.

Language Studies GmbH & Co KG
Nikolsdorfer Gasse 7-11/16, A-1050 Vienna
FN 257153t, Commercial Court Vienna

September 2025