General Terms and Conditions
January 2025

Article 1. Applicability
These general terms and conditions apply to all agreements between Leopold Koffieschool VOF, hereinafter referred to as “De Koffieschool,” and the client/participant regarding workshops, training sessions, courses, and other educational activities, hereinafter collectively referred to as “course.”
Deviations from these terms are only valid if agreed upon in writing by De Koffieschool and the client/participant.

Article 2. Formation of the Agreement
The agreement between De Koffieschool and the client/participant is concluded through one of the following procedures:
• Registration via the website:

1. The participant selects a course or training on www.koffieschool.nl;
2. The participant chooses an available date and, if applicable, time;
3. The participant registers;
4. The participant accepts the general terms and conditions and the privacy policy;
5. The participant makes payment via iDeal, PayPal, credit card, or Apple Pay;
6. After payment, the participant’s place in the training is guaranteed, and a confirmation and invoice are sent via email;
7. At least one week before the start of the training, the participant receives further information about the logistics of the training.

• Registration via email:
  This type of registration takes place following an email or phone inquiry, such as when the participant wishes to pay in installments. De Koffieschool sends a written request for information and the general terms and conditions. Upon written receipt of the information, the participant receives an invoice and an enrollment confirmation. The participant accepts the general terms and conditions.
  Here too, the participant will receive further information at least one week before the start of the course.
• Registration via quotation/confirmation of assignment:
  For in-company programs, the agreement is concluded by signing a quotation or assignment confirmation by the client and De Koffieschool.
  The participant has the right to cancel the agreement within 14 days after registration without providing any reason (statutory cooling-off period). 

Article 3. Cancellation

3.1 Cancellation for open registration
The participant can cancel the course in writing, provided that the cancellation is confirmed by De Koffieschool. The cancellation fees are as follows:

For the CQI Q Graders training, cancellation is free up to 6 weeks before the start, after receipt of the final confirmation and invoice.

If the participant is unable to attend, a substitute can take their place. However, the substitute must be registered in writing with De Koffieschool in advance.

In case of cancellation of a day in a multi-day course, no refund will be provided. However, the participant will have the opportunity to reschedule the missed training for a date planned by De Koffieschool. If the participant cannot attend this date, the missed training will expire. The participant is still obliged to pay the full costs.

If the participant has already completed one or more components of the course, they may request an exemption for those components by submitting the achieved certificate. The cost for these components will then be adjusted.

If a refund is granted, the participant will receive a credit note, and the amount will be refunded within 10 business days.

3.2 Cancellation for in-company assignments
The client can cancel an in-company program in writing. The cancellation costs are as follows:

In case of cancellation after the course or training has started, the client/participant is not entitled to a refund. Replacement of participants after the start is not permitted.

Article 4. COVID-19 and Other Pandemics
If the government takes measures that make it impossible to safely conduct the training, the following conditions apply:

• 4.1 Postponement of the training:
  Participation can be postponed free of charge, provided that payment has been made. If the payment has not been made yet, the regular cancellation conditions apply.
• 4.2 Adjustments to the training:
  The training may be offered online or in another form, such as smaller groups or changed locations. The participant will be informed in advance about the adjustments.
• 4.3 Illness or quarantine:
  If a participant is sick, in quarantine, or waiting for a test result, the training can be rescheduled once free of charge, provided that all payments have been made.

Article 5. Cancellation by De Koffieschool
• 5.1 Minimum number of participants:
A course will take place with a minimum number of participants as indicated in the training information, except for in-company and one-on-one training.

• 5.2 Cancellation by De Koffieschool:
  De Koffieschool can cancel a course without giving any reason. The client/participant will then receive a refund of any course fees already paid.

Article 6. Prices
• 6.1 In-company programs:
The price for in-company programs will be agreed upon in writing in advance.

• 6.2 Price changes:
  De Koffieschool reserves the right to change the prices of open registrations.
• 6.3 Inclusive costs:
  De Koffieschool is registered with the Central Register for Short Vocational Education and is therefore exempt from VAT. For most courses, coffee and milk are included unless otherwise agreed upon.

Article 7. Invoicing
• 7.1 Payment term:
After registration, the participant/client will receive an invoice. It must be paid within 14 days unless otherwise agreed. For a course starting within 14 days of the invoice date, payment must be made before the start date.

• 7.2 Payment guarantees participation:
  After payment, participation in the course is guaranteed.
• 7.3 (E-)invoicing systems:
  If the client’s (e-)invoicing system incurs additional costs, these will be charged to the client unless otherwise agreed upon.

Article 8. Collection
• 8.1 Payment at the start:
If the full course fee has not been paid by the start of the course, participation will be suspended until the full amount is paid.

• 8.2 Payment reminder:
  If the payment term is exceeded, the participant will receive a payment reminder. In case of further delay, administration fees of €15 will be charged.
• 8.3 Collection:
  If payment remains unpaid after the reminder, the claim will be handed over to a collection agency.

Article 9. (Re)Exams
• 9.1 SCA Exams:
Practical exams can be postponed free of charge up to 2 months after the scheduled date. After 2 months, the exam will be cancelled. Re-registration is possible by paying 50% of the SCA certificate costs.

• A retake is allowed once. If unsuccessful, the entire training must be repeated.

• 9.2 SVH Exams:
  The exam date will be determined in consultation with the participant. Cancellation of an exam does not entitle the participant to a refund.

• A retake is allowed once; if unsuccessful, the entire training must be repeated. The cost for retakes per component is €105 (excluding VAT, with a maximum of 3 components).

Article 10. Confidentiality and Safety
• 10.1 Confidentiality:
All information that De Koffieschool receives about the participant or client will be treated confidentially.

• 10.2 Safety:
  De Koffieschool ensures a safe learning environment. Any complaints can be submitted through our complaints procedure.

Article 11. Travel Time and Travel Costs
Travel costs for in-company training are charged at €0.35 per kilometer. If the training takes place outside a 40 km radius from Utrecht, an additional travel time fee of €50 will be charged.

Article 12. Copyright
The copyright for all materials from De Koffieschool (including course materials) rests with De Koffieschool. These materials may not be published or reproduced without permission.

Article 13. Applicable Law and Competent Court
Dutch law applies to these terms and conditions and agreements. Disputes will be submitted to the competent court in Utrecht.

January 2025