Terms of Agreement

Terms and Conditions for SWUX Courses and Workshops

Payment and Registration

Step 1: Pre Registration

Pre-register to reserve your place(s) on the course. Once you have pre-registered using the pre-registration form we will be in touch with you to discuss your specific booking with you, and to confirm your specific needs and requirements.

The pre-registration does not commit you to payment, but it does hold your place(s) on the course.


Step 2: Confirmation

Once you have pre-registered and we have had a chance to speak with you about your specific booking we will confirm your place(s) on the course and send you course information, a course payment invoice, and any documentation required for funding applications such as a letter of intent.

Step 3: Payment

We will issue a final invoice for payment 2 months prior to the start of the course. All payments are required, at the latest, 1 full month before the start day of the course. You are free to change your booking or cancel your booking at any point before this date. Cancellations after this date will incur a 25% cancellation fee.

Invoicing

Depending on your financing, we can issue invoices per participant, but we cannot issue invoices per item. We can issue a maximum of 5 invoices per institution. For every subsequent invoice, there is a fee of 10 euros per invoice.

When making a payment through your bank, please ensure that you include the following:

  • invoice number you are paying

  • your name

  • the name of the institution.

Please only make payments according to each issued invoice. Please do not split amounts across invoices.

Course Cancellations or Changes

We require a certain number of participants in order to be able to effectively run our courses. If the dates you have chosen do not reach enough sign-ups the course may be cancelled and/or alternative dates offered. We will do our best to ensure that new dates meet the needs of you and your participants and any changes to course dates will be communicated at least 1 month before the start of your course.

Language and Accessibility

All courses are held in English. Participants must have a good grasp of English and be able to both understand and speak English comfortably in order to access the course.

Should you or any of your participants have access needs, please communicate that to use when we follow up after your pre-registration and we will do our very best to make adjustments and accommodations as necessary.

Letter of Intent

If you need to submit a letter of intent as part of your project funding, please first fill out the template provided by the funding body you are applying through. Different countries have different expectations for what to include in the letter of intent. We recommend that you fill out the letter of intent to the satisfaction of your organization and national agency before sending it to us. We will happily sign it afterwards.

Accommodation

We can arrange your accommodation for you, but there is a service fee of 100 euros for groups and 50 euros for individuals for all accommodation bookings. Accommodation costs are to be paid along with course payments 1 month prior to the course dates. Cancellations can be made, but the terms and conditions set by the accommodation provider will apply. We will provide this information upon request. The service fee is non-refundable.

Code of conduct

All participants are expected to behave in a professional, respectful, and positive manner. Any conduct or behaviour deemed unacceptable may result in a participant being asked to leave the course. If this happens, all fees paid are forfeited and non-refundable. Unacceptable behaviour includes, but is not limited to, harassment, abuse, bullying, victimisation, threats, discrimination, unwanted physical contact, offensive language, disruptive behaviour, unreasonable demands, aggression, and antisocial activity.

Intellectual property

All resources, materials, and property produced by shared by SWUX in the context of the course remain the sole intellectual property of SWUX Pro DOO. This property can be freely used by course participants but should not be shared with other parties.

Photos and videos

Participants agree to allow the course or workshop facilitator to take photos and videos during the course or workshop. If a participant wishes to opt out they should make this known to the course or workshop facilitator prior to the start of the course or workshop. These photos and videos may be used for promotional purposes or to document the course or workshop.

Storage of Personal Details

By booking a course with SWUX, you accept and give consent for SWUX Pro DOO to store the following personal information:

  • Name

  • Address

  • Phone number

  • Email address

  • Participant name(s)

  • Company or organisation name (if applicable)

  • VAT or Tax number (if applicable) 

We need these personal details in order to process and complete the customer’s order. When submitting personal details, the customer also accepts and gives consent to us using these details in case we need to contact them via email or SMS regarding their booking.

All personal details are handled and stored in accordance with the EU’s General Data Protection Act (GDPR). See our Privacy Policy for further information.