Section 1. Application Process and Liability

1.1 It is the applicant’s responsibility to read, understand and sign the following Terms and Conditions. Malta University Language School (MULS) may answer any questions relating to the following Terms and Conditions via email.

1.2 The following Terms and Conditions are binding for all students of MULS, those booking directly as well as those book through an agent.

1.3 Applicants are required to be at least 18 years of age. Parents or legal guardians are required to apply on behalf of any minor aged 17 or under and are to sign a separate agreement.

1.4 While MULS shall undertake every effort to help and support students throughout their stay in Malta, MULS does not accept responsibility for any injury, loss or damage that students may incur during their stay in Malta.

1.5 The applicant agrees not to hold MULS responsible for any loss, damages or other costs arising from their own negligence or misbehaviour (or that of minors, where persons apply on behalf of minors aged 17 or under) in any manner.

1.6 MULS reminds all applicants that it is each student’s responsibility to be in possession of an insurance policy that covers civil liability, third-party liability as well as health insurance coverage throughout their stay in Malta.

1.7 Applicants are obliged to inform MULS should they suffer from any medical, physical or psychological condition which might affect their stay or that of other students. MULS shall not be held responsible for the students’ well-being and safety, even when informed of any such existing condition.

1.8 MULS reserves the right to exclude any applicant or student from any service applied for, if in the opinion of MULS, the behaviour of such persons compromises the health and safety of other students or staff, or is likely to, in any manner, bring into disrepute the name of MULS.

1.9 The student will be provided with a student card which must be carried on their person at all times.

1.10 MULS reserves the right to take photos or video on the school’s premises which could be used for promotional material.

Section 2. Payment of Fees

2.1 Applicants shall receive an invoice listing the services the student has applied for.

2.2 MULS charges the following additional fees:

  • Registration Fee, for all applicants: €25
  • ECO Tax – mandatory accommodation government tax: maximum of €5
  • Tuition Summer Supplement – applicable from 21st June to 27th August 2021: €35 per week
  • Accommodation Summer Supplement – applicable from 21st June to 27th August 2021: €35 per week
  • Letter of Acceptance – for any legal, academic or professional requirement: €50
  • Course Material: €40
  • Change of Course Fee (upon request): €25

2.3 Applicants are invoiced the total amount due for their booking. Applicants are required to forward a deposit of 25% of the total amount to confirm the booking.

2.4 Applicants are required to effect full payment of the total amount due within a maximum of 14 working days prior to the beginning of the course/taking up accommodation with the Malta University Language School (MULS).

2.5 Applicants will only be eligible for long-term prices and discounts if the total amount due is fully paid in advance.

2.6 MULS shall not affect any refunds to students who cancel after their booking has been confirmed. This also applies to no-show students.

2.7 Fees and charges paid are non-refundable. No refund shall be made for any part of the service not utilised. Should any applicants or students require a re-scheduling of their lessons, they shall inform MULS at least 5 working days in advance. Failing to do so will result in full payment for the lessons which cannot be re-scheduled.

Section 3. Visas

3.1 A Letter of Acceptance for VISA purposes can be issued to a student by MULS. MULS shall charge a non-refundable fee of €50 for this document. Applicants who request a Letter of Acceptance must affect the full payment of the total amount due prior to the Letter of Acceptance being issued by MULS.

3.2 Should the applicant subsequently not be granted a student VISA, they are obliged to inform MULS of their inability to travel to Malta at least 30 days prior to their arrival date and to present MULS with their official VISA refusal letter.

3.3 Should the VISA not be granted, and the students inform MULS no less than 30 days prior to their arrival date in Malta, MULS shall withhold a €275 cancellation fee for tuition and €100 for accommodation. MULS shall refund the applicant the remaining amount paid. This refund will only be made upon presentation of an official student VISA refusal letter.

3.4 Students who notify MULS 29 days or less prior to their arrival date in Malta, MULS shall withhold 13% of the total amount due as an Administration Fee. In addition, MULS shall withhold a further 80% of accommodation fees and 20% of tuition fees. MULS shall refund the applicant the remaining amount paid. This refund will only be made upon presentation of an official student VISA refusal letter.

Section 4. Services

4.1  The services provided by MULS are subject to availability. Applicants are therefore urged to book their course and accommodation as early as possible.

4.2 MULS reserves the right to alter the service provided by it without prior notification to the applicant, on condition that the service so provided by it is of the same standard or classification as that originally applied for.

4.3 While MULS shall make every effort to deliver lessons in the morning, MULS shall at times, schedule lessons in the afternoon.

4.4 Lessons shall not take place on National Public Holidays. MULS will compensate by giving an additional 2 hours throughout the week for the General English class. The following days are Public Holidays in Malta:

4.5 In addition, the school shall be closed for Christmas Recess for a period of two weeks between Monday 20th December 2021 to Monday 3rd January 2022.

4.6 In the event that there are four or fewer applicants on any given course offered by MULS, a ‘Daily Reduction Procedure’ shall be automatically applied as outlined below.

  • Reduction for one student – Reduction of 2.5 days per week (private lessons)
  • Reduction for two or three students – Reduction by 2 days per week (Semi-private)
  • Reduction for four students – Reduction by 1 day per week (small group)

4.7 The reduction of each day or half-day is to be calculated, in terms of hours, in relation to the number of hours of tuition offered weekly to the student for the particular course on which that student is enrolled.

4.8 Should the student not wish this ‘Daily Reduction Procedure’ to apply, and wishes to increase their hours, the student has the option of taking the full number of normally applicable days (and hours per day) against an additional payment.

4.9 If the student’s level of English falls below the level of courses available (Elementary to Advanced), the student will be given One-to-One lessons equivalent to the amount previously paid.

4.10 MULS keeps daily attendance records, so students should attend classes regularly. Students with a VISA who regularly miss lessons will receive a non-attendance email warning and will be reported to the Maltese VISA Unit and Immigration.

4.11 Students will only be awarded a certificate of completion if they can show at least 75% or more attendance.

You are important to us. We respect their privacy and value their personal information. We only ask for personal information that we need to be able to offer them our services effectively. We have a responsibility to you to process your personal data in a lawful, orderly and transparent manner in accordance with the Basic Data Protection Regulation (GDPR).

Section 5. Data we process and the legal basis for prospects of collection

5.1 Prospective students of Malta University Language School are requested to provide us with the following information, which will enable us to enrol them in our courses and assign them to the appropriate classes: Name, nationality, date of birth, home address, passport number, occupation, the approximate level of English, email address, mobile phone number and bank details. We will also ask you for your visa and booking details to assign them to your courses and preferred accommodation. We will process this information in accordance with § 6, I b of the Data Protection Basic Regulation in order to be able to offer you our services at your request and successfully enroll you in our school. We will also process further your personal data once you are a student at our school. These data, which include attendance lists, test results, school assignments, and certificates, are processed in accordance with § 6 I f and are necessary for our school to be able to offer you service. We will only take photos and videos of you and send you promotional material if you agree to this and point out that you have the right to withdraw your consent at any time.

5.2 Who has access to your data? Your personal data, as described above, will only be made available to those employees who need it to perform their duties

5.3 With whom do we share your information? We share your personal information with third parties only under the following conditions:

  • We are required by law to share your information with the Maltese Immigration Service and the Police of Malta if there is a need to protect their vital interests or those of third parties
  • If you’ve consented we will forward all requests for information about courses offered by the University of Malta to the Student Secretariat or the Marketing and Communications Office of the same university

5.4 How long do we keep your personal data? Please refer to our basic regulations regarding data retention.

5.5 Your rights: in respect of your personal data that is held and processed by us, you have the right, subject to the terms laid out in the GDPR, to:

  • Request access to such personal data;
  • Request rectification or erasure of such personal data;
  • Request restriction of processing of such personal data;
  • Object to our processing of your personal data; and
  • Data portability

Where personal data is processed on the basis of your consent, you also have the right to withdraw such consent at any time, by sending an email to info@universitylanguageschool.com.

5.6 Have your say. You may also lodge a complaint with the Malta Office of the Information and Data Protection Commissioner.

Section 6. Policy regulating the retention of documentation

6.1 Scope

This Policy is aimed at regulating the retention, maintenance and disposal of documentation (both personal and other), within the Malta University Language School, as provided for in the General Data Protection Regulation (EU) 2016/679 (GDPR) and in accordance with the principles of data protection legislation, and other legal provisions in Maltese Law.

6.2 Backgroud

The GDPR puts forward the principle that personal data and sensitive personal data should not be retained for periods that are longer than necessary. In this context, the Malta University Language School will be putting forward a retention policy for all data and documentation that it collects and processes, with the purpose of ensuring compliance to the Regulation and ensuring that no resources are utilised in the processing and archiving of data which is no longer of relevance.

6.3 Objectives

This policy aims to achieve the following objectives:

  • Regulate the retention and disposal of the various types of documentation – whether held in manual or automated filing systems within the Malta University Language School – while adhering to the Data Protection principle which states that personal data should not be retained for a longer period than necessary;
  • Dispose of unnecessary documentation that is no longer relevant and is taking up useful storage space;
  • Promote the digitisation of documentation as may be reasonably possible in order to minimize the use of storage space required to store documentation, as well as to promote sustainable use of paper and printing consumables.

6.4 Administration

Documentation is held and recorded by the Malta University Language School. This Policy is therefore applicable to all such documentation. It will be the responsibility of the Malta University Language School and its Data Controller to ensure that all provisions of this Policy are adhered to.

6.5 Documentation held within the premises at Malta University Language School

As part of its operating requirements Malta University Language School, requests to keep and maintains a wide range of documentation including personal data. The various types of documentation utilised by Malta University Language School may be categorised as follows:

  • Personal Data of students;
  • Attendance and absence records;
  • Discipline related records;
  • Financial records including receipts
  • Documents relating to the VISA application process

Section 7. Teen Summer Program

7.1 In order to ensure a productive and safe learning environment for teenage students at Malta University Language School, the ‘Agreement for the Teen Summer Program for parents / legal guardians ‘document must be understood and signed by both parents and children before arrival in Malta.

7.2 Parents or legal guardians must insist that their child abides by the rules of the school. This includes that teenagers are not allowed to leave the building complex unaccompanied by the group supervisor and to exceed the curfew from 23:30 during the week and 01:00 on weekends.

7.3 Parents or legal guardians should fully cooperate with the school’s principal, his or her representative, as well as administrative staff if any concerns arise about the child’s behavior. Upon arrival at the University Residence, teenagers must leave a refundable deposit of €50 for the keys. This will be refunded on departure, provided that no damage has been done to the school or accommodation by the student.

7.4 Neither the school, agent nor the organiser can be held responsible for any kind of illness, accident, loss of property or damage that may have been caused by the student before or during the course at Malta University Language School. Malta University Language School cannot be held responsible for any kind of damage or problems that may occur intentionally or negligently during excursions or leisure activities.

7.5 Parents or legal guardians and students must accept the laws of the Republic of Malta and the school’s normal code of conduct. In addition, smoking, consumption of alcohol, going out in clubs and the use of illegal drugs is strictly prohibited.

7.6 If a teenager interferes in any way with the language course and prevents other students from having a lively learning experience and does not change his or her behaviour at the request of the teaching staff, the headmaster or his or her representative is entitled to prohibit the student from further access to the course and to terminate the contract with the student. In this case or in such a situation or in the event of a breach of the rules of the school or the laws of the Republic of Malta, the parents or legal guardian will be informed immediately and, if necessary, will be obliged to arrange an alternative flight for the early departure of the student.

7.7 Students acknowledge and agree that the course is designed for students of different nationalities and is also benevolent towards other cultures and nationalities.

7.8 Each student and their parents or legal guardians hereby declare that the student is in good physical and mental health and is mentally and physically capable of coping with the demands of the language course, leisure activities and absence of their family during their stay.

7.9 All students must hold valid health and travel insurance during their stay.

7.10 Each student must have sufficient financial resources. The recommended minimum amount is 100 €.

7.11 Parents or legal guardians must provide up-to-date and accessible contact details and guarantee that the contact details are checked regularly on a daily basis.

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