TERMS AND CONDITIONS

1. Registration and Enrollment

These Terms and Conditions govern all private tuition provided by The International Language Centre Company Limited (ILC Hua Hin), a Thai-registered company (Registration No. 0775568000020) located at 39/20 Soi Mooban Khaonoi, Tambon Hua Hin, Hua Hin District, Prachuap Khiri Khan 77110, Thailand.

By enrolling in a course with ILC Hua Hin, the student (or their parent/guardian if the student is a minor) agrees to comply with all terms stated herein.

To confirm enrollment, the student must complete the registration process in full, which includes:

• Offer Pack Acceptance: Review, sign, and accept the ILC Hua Hin Offer Pack (which includes a Pro-Forma Invoice and these Terms & Conditions) as confirmation of the offered private tuition.

• Identification: Provide a valid government-issued ID or passport for verification purposes.

• Signed Registration: Submit a signed registration form (or digital enrollment form) as provided by ILC Hua Hin, acknowledging acceptance of these Terms and Conditions.

• Deposit Payment: Pay the required deposit (see Section 2) to secure the booking.

All the above steps should be completed within the timeline specified by ILC Hua Hin (generally no later than 7 days before the course start date).

Enrollment is personal to the registered student and is not transferable to any other individual, family member, or third party.

If the student is under 18 years of age, a parent or legal guardian must co-sign the enrollment and agree to these Terms on the student’s behalf.

By fulfilling the enrollment requirements and making payment, the student (and their guardian if applicable) accepts and agrees to be bound by these Terms and Conditions.

2. Fees and Payment

All course fees will be communicated in the Offer Pack and must be paid in accordance with the following payment policy:

Deposit (25%)

A deposit equal to 25% of the total course fee is required to secure a booking. This deposit is due upon acceptance of the Offer Pack and is strictly non-refundable under any circumstances (except if the course is canceled by ILC Hua Hin). Payment of the deposit reserves the lesson schedule and instructor time for the student.

Remaining Balance

The remaining 75% of the course fee must be paid in full before the course commences. Unless otherwise specified in writing, full payment is due no later than 14 days before the start date of the course. ILC Hua Hin reserves the right to refuse the student’s participation in lessons if full payment has not been received by this deadline.

Courses Starting Within 14 Days (Short-Notice Enrolment)

If the course start date is within 14 days of the enrollment date, the full course fee (100%) must be paid immediately upon acceptance of the Offer Pack. No booking will be confirmed and no lesson schedule will be reserved until full payment has been received. In these cases, the standard 25% deposit structure does not apply.

Payment Methods

Payments are accepted in Thai Baht (THB) via approved methods such as cash, bank transfer, or other electronic payment options as indicated by ILC Hua Hin. All payments will be documented with an official receipt or invoice.

Late Payments

Late or partial payments are not ordinarily permitted. In exceptional cases, ILC Hua Hin may, at its sole discretion, agree to a short extension (for example, accepting final payment up to 7 days before the course starts), but this is not guaranteed. Failure to pay the full amount by the required date may result in cancellation of the enrollment by the Centre, with the deposit and any paid fees forfeited.

Discounted Rate – Full Upfront Payment Condition

In certain cases, ILC Hua Hin may offer a reduced or promotional course fee. Any such discounted rate is strictly conditional upon full payment (100%) of the agreed course fee in advance, unless otherwise confirmed in writing by ILC Hua Hin.

Where a discounted rate is granted on the condition of full upfront payment, the standard 25% deposit structure does not apply. The student must pay the entire discounted course fee at the time of acceptance of the Offer Pack.

Failure to complete full payment by the agreed deadline will automatically void the discounted rate. In such cases, ILC Hua Hin reserves the right to:

• Reinstate the standard published course fee; or
• Cancel the enrollment.

Unless otherwise stated in writing, discounted rates are non-refundable once paid and are not subject to the standard cancellation or deposit terms.

3. Student Conduct and Discipline

To maintain a positive learning environment, students are expected to behave in a respectful and responsible manner at all times:

Classroom Behavior

The student must follow all instructions given by the instructor and adhere to any classroom rules or codes of conduct set by ILC Hua Hin. Courtesy and respect toward teachers, staff, and other students are mandatory. Disruptive, inappropriate, or harassing behavior will not be tolerated.

Compliance with Policies

The student agrees to comply with all ILC Hua Hin policies, including those on attendance, safety, and facility use. This includes informing the Centre of any pertinent medical conditions or special needs before the course begins, so that necessary precautions can be taken.

Disciplinary Action

Violation of the Centre’s rules or these Terms may result in disciplinary measures. ILC Hua Hin reserves the right to suspend or dismiss a student from the course in cases of serious or repeated misconduct. In such cases of dismissal due to the student’s fault, no refund of course fees will be given for any remaining lessons. The decision of ILC Hua Hin in disciplinary matters shall be final.

4. Mobile Phone Use

Mobile phones are strictly prohibited during lessons.

All students must adhere to the Centre’s published Mobile Phone Policy (available on our website at ilc.training/mobile-phone-policy), which is hereby incorporated into these Terms and Conditions by reference.

In summary, students are required to turn off or silence their mobile phones before each lesson begins and store them away as directed by the instructor. Phones may only be accessed during a session with explicit permission from the instructor (for example, in an emergency or when a device is needed for a specific learning activity).

The Mobile Phone Policy is designed to ensure a focused, distraction-free learning environment for all. Non-compliance with the mobile phone rules will result in consequences as outlined in the policy. Typically, a first violation will receive a warning and the phone will be secured by staff; repeated violations can lead to parent/guardian notification (if applicable) and, in severe cases, suspension or removal from the course.

By enrolling, the student (and their parent/guardian, if applicable) agrees to follow the Mobile Phone Policy in full. Failure to comply with this policy is considered a breach of these Terms and may result in the student being asked to leave the lesson or course with no refund.

5. Lesson Cancellation and Rescheduling (Student Initiated)

ILC Hua Hin operates a strict 24-hour cancellation policy for all private lessons. This policy is in place to protect the instructors’ time and allow the Centre to manage scheduling efficiently. The following terms apply to student-initiated cancellations or requests to reschedule individual lessons:

Advance Notice (24+ hours)

If a student needs to cancel or reschedule a lesson, they must notify the Centre at least 24 hours in advance of the scheduled lesson time. Notifications should be made during business hours by contacting the ILC Hua Hin office or the designated instructor. Cancellations or rescheduling requests made with more than 24 hours’ notice will not result in a penalty – the lesson can be rescheduled to a mutually agreed alternative time at no additional cost.

Short-Notice Cancellations (< 24 hours)

If a cancellation or reschedule request is made less than 24 hours before the lesson, or if the student fails to attend a scheduled lesson without notice (a “no-show”), that lesson is considered forfeited. The lesson will be counted as if delivered, and no refund or make-up lesson will be provided for that session.

This policy applies regardless of the reason for the short-notice cancellation or absence. Same-day illness or emergency on the part of the student will unfortunately not exempt the student from this policy – any cancellation on the day of the lesson is treated as a short-notice cancellation and the lesson will be lost.

Arriving Late

Students are expected to attend lessons on time. If a student arrives late, the lesson will still end at the scheduled time and the missed time will not be made up. If a student is more than a certain number of minutes late (e.g. 15 minutes) without prior notice, the Centre or instructor may treat this as a no-show cancellation at their discretion, in which case the lesson is forfeited.

How to Cancel

To cancel or reschedule with proper notice, the student (or parent/guardian) should contact ILC Hua Hin via the official communication channels provided (such as the office phone or email) and receive confirmation of the cancellation. Voice messages or emails after hours will be considered received at the start of the next business day.

These cancellation rules are designed to be fair and firm. Repeated short-notice cancellations or absences may jeopardize the student’s booking for future lessons. No tuition fees will be refunded for lessons missed or forfeited due to the student’s failure to adhere to this cancellation policy.

6. Course Cancellation and Refunds (Enrollment Cancellation)

The following terms apply if the student decides to cancel their enrollment in an entire course (i.e. withdraw from all remaining lessons), or if the Centre cancels a course or lesson:

Cancellation by Student (Prior to Course Start)

If a student wishes to cancel their course enrollment before the first lesson is taken, the student (or their guardian) must notify ILC Hua Hin in writing as soon as possible. Refunds for prepaid course fees will be given on the following basis:

• Early Cancellation (More than 14 days before start date): For cancellations made more than 14 days before the scheduled course start date, the student is entitled to a refund of 50% of the fees paid beyond the non-refundable deposit. (The 25% deposit will be retained by ILC Hua Hin and is not refundable in this case.)

• Late Cancellation (14 days or less before start date): For cancellations made 14 days or less before the course start date, no refund will be given. ILC Hua Hin will retain the full course fee to cover reserved resources and lost opportunities.

• No Refund After Course Start: Once the course has commenced (i.e. after the first lesson has taken place), no refunds will be issued for any remaining lessons or unused portion of the course if the student elects not to continue, regardless of the reason.

The only exception is if a refund is expressly agreed upon in writing by ILC Hua Hin in extenuating circumstances, at the Centre’s discretion (such cases are rare and considered individually).

Cancellation by ILC Hua Hin

In the unlikely event that ILC Hua Hin must cancel an entire course or the remaining portion of a course (for example, due to insufficient enrollment, instructor unavailability, or other operational reasons), the student will receive, at their choice, either a full refund of all fees paid (including the deposit) or the option to transfer the credit to a different course schedule or program of equivalent value.

If the Centre needs to cancel a single lesson (for instance, due to teacher illness or an emergency), the Centre will make best efforts to inform the student as early as possible and will reschedule the lesson at a time convenient to both parties. If rescheduling is not possible, the student will be offered a refund or credit for that lesson.

All refunds that are approved will be processed in a timely manner. Refunds will be paid via the original payment method whenever feasible, or via an alternative method agreed with the student.

Please note that any bank charges or transaction fees incurred during refund processing may be deducted from the refunded amount (except when the refund is due to the Centre’s cancellation, in which case no such fees will be deducted).

7. Non-Transferability

Enrollment at ILC Hua Hin is non-transferable. Only the student named in the registration documents is permitted to attend the lessons.

The student may not transfer or assign their enrollment, course package, or any unused lessons to any other person or entity without the prior written consent of ILC Hua Hin. Similarly, the Offer Pack and any special pricing or arrangements provided are specific to the individual student and cannot be transferred to or shared with another student.

This non-transferability applies to all situations, including but not limited to: attempting to substitute a different person to attend a lesson in the enrolled student’s place, or combining remaining lessons with another student’s package.

Any such attempts will be rejected by the Centre.

If a student is unable to continue their course, the standard cancellation and refund policies (Section 6) will apply to their own enrollment; they cannot give the remainder of their lessons to someone else.

This policy ensures fairness and consistency in how courses are administered for all students.

8. Limitation of Liability

ILC Hua Hin takes the safety and well-being of its students seriously; however, by enrolling, the student (and their parent/guardian, if applicable) acknowledges and agrees to the following liability terms:

Personal Injury

The Centre shall not be liable for any personal injury, illness, or accidents that occur on the Centre’s premises or during an ILC Hua Hin lesson, except to the extent that such injury is directly caused by the proven negligence or willful misconduct of the Centre or its staff. Students participate in lessons at their own risk. It is recommended that students have their own personal health and accident insurance coverage.

Personal Property

The Centre is not responsible for loss or damage to personal belongings brought to class. This includes, but is not limited to, mobile phones, tablets, books, or other valuables. Students are advised to keep their possessions secured.

Missed Lessons

ILC Hua Hin is not liable for any missed lessons or unused course time due to the student’s own actions, such as absences, tardiness, or other personal commitments. Such cases are governed by the Attendance and Cancellation policies above, and no additional compensation or makeup time will be provided.

Events Outside the Centre’s Control (Force Majeure)

ILC Hua Hin will not be held responsible for any failure to perform, or delay in the performance of, any of its obligations (including the holding of classes) due to events beyond its reasonable control. Such events may include, but are not limited to, natural disasters, acts of government or law enforcement, public health emergencies, power outages, fire, flood, war, civil unrest, transportation strikes, or any other force majeure events.

In such circumstances, the Centre will make reasonable efforts to inform students and, if possible, to reschedule affected lessons, but no refunds or compensation will be owed for cancellations or disruptions resulting from such causes.

Centre’s Liability Cap

In all cases, if ILC Hua Hin is found liable for any claim arising out of these Terms or the provision of the course, the extent of the Centre’s liability shall be limited to the amount of the course fees paid by the student.

Under no circumstances will ILC Hua Hin be liable for any indirect, consequential, or incidental damages (such as travel costs, lost opportunities, etc.).

By agreeing to these Terms, the student (and their guardian if applicable) releases ILC Hua Hin and its employees and representatives from any and all claims for liability or damage as outlined above, to the fullest extent permitted by law.

9. Privacy and Data Protection

ILC Hua Hin is committed to protecting students’ personal information. Any personal data provided by the student or their parent/guardian during enrollment or course participation will be handled in compliance with Thailand’s Personal Data Protection Act (PDPA) B.E. 2562 (2019) and the Centre’s Privacy Policy.

Key points regarding personal data include:

Data Collection

The Centre will collect and use personal information only as needed for legitimate purposes, such as enrollment processing, class administration, safety, communication about the course, and compliance with legal requirements. This may include details like the student’s name, contact information, date of birth, ID/passport number, and relevant health information (if volunteered).

Use of Data

Personal data will only be used for course administration and communication with the student (or parent/guardian), and for improving our services. For example, contact details may be used to send class reminders or information about schedule changes.

Data Sharing

ILC Hua Hin will not share personal data with any third parties without the student’s (or guardian’s) consent, unless required by law. We do not sell or rent student information to anyone. In certain cases, we may be legally obligated to provide information to government authorities (for instance, for visa compliance or public health tracking), in which case we will only share what is necessary under the law.

Data Security

The Centre implements reasonable security measures to protect personal data against unauthorized access, alteration, or disclosure. Physical and electronic records are safeguarded in compliance with PDPA standards.

Data Subject Rights

Under the PDPA, students (or their guardians) have rights regarding their personal data held by the Centre, including the right to request access to their data, correct or update inaccurate information, and withdraw consent to data processing (subject to legal and contractual restrictions). The Centre’s Privacy Policy (available on our website) provides details on how to make such requests.

Consent

By enrolling, the student (or their guardian) consents to the collection and use of their personal data as described in these Terms and our Privacy Policy. If the student provides personal information of others (e.g., an emergency contact), the student confirms that they have authority to do so and that the individual has consented to their information being provided.

If you have any questions or concerns about how ILC Hua Hin handles personal data, please contact our administration office. We adhere to all applicable data protection laws and strive to ensure that your privacy is respected at all times.

10. Governing Law and Jurisdiction

These Terms and Conditions, and any disputes or claims arising from them or from the student’s participation in ILC Hua Hin courses, shall be governed by and construed in accordance with the laws of the Kingdom of Thailand.

Both the Centre and the student agree that any legal disputes that cannot be resolved amicably will be subject to the exclusive jurisdiction of the Thai courts.

Unless otherwise required by law, the venue for any such proceedings shall be the courts located in Prachuap Khiri Khan Province, Thailand, which is the jurisdiction where ILC Hua Hin is located.

By accepting these Terms, the student (and parent/guardian, if applicable) acknowledges that they have read, understood, and agreed to all of the above sections.

These Terms and Conditions constitute the entire agreement between the student and The International Language Centre Company Limited (ILC Hua Hin) regarding the provision of private tuition, and supersede any prior understandings or communications.

Any amendments or additions to these Terms must be made in writing and agreed by an authorised representative of ILC Hua Hin.