Deposit Refund Policy — Terms and Conditions

Version 1.1 - posted 10th of July 2025 (effective 25th of July 2025)

These Terms are a legally binding agreement between you (“Participant”) and wearefreemovers GmbH (“we”, “us”). By paying the Confirmation Deposit you accept this Policy.

Table of contents

  1. Purpose & Scope
  2. Definitions
  3. Refund Decision Codes
  4. One‑Time Transfer Instead of Refund
  5. How to Request a Refund
  6. Processing Timeline
  7. Interaction With Other Promotions
  8. Programme Modification and Termination
  9. Limitation of Liability
  10. Governing Law and Jurisdiction
  11. Contact

1. Purpose & Scope

This Policy governs the Confirmation Deposit service fee (the “Deposit”) that participants pay after receiving a pre‑selection offer through the wearefreemovers Platform. It explains when the Deposit is refundable, non‑refundable or transferable and how to request a refund.

2. Definitions

  • Platform — the website www.wearefreemovers.com
  • Admission Letter — the official acceptance document issued by the host institution.
  • Confirmation Deposit (“Deposit”) — the fee you pay to secure your place after a pre‑selection offer.
  • Force‑Majeure Event — unforeseen circumstance beyond the participant’s control (e.g., serious illness, natural disaster, political unrest) that prevents enrolment.
  • Visa Refusal — a written decision by the competent embassy/consulate rejecting a complete, timely and bona‑fide visa application.

3. Refund Decision Codes

Code A – Programme cancelled by host

  • Situation: Host institution cancels or withdraws the programme (capacity cut, admin error).
  • Refund: 100 % of the Deposit.
  • Evidence: Official e-mail or letter from the host.
  • Note: Instead of a refund, you may choose to transfer the Deposit to another partner programme within 12 months.

Code B – Visa refusal

  • Situation: Your complete, timely and bona-fide visa application is refused.
  • Refund: 100 % of the Deposit.
  • Evidence: Scan/PDF of the original refusal letter.
  • Note: Request must be submitted within 30 calendar days of the refusal date.

Code C – Force-majeure or serious medical emergency

  • Situation: An unforeseen event (e.g., hospitalisation, bereavement, natural disaster) prevents enrolment before the host’s tuition-payment deadline.
  • Refund: 100 % of the Deposit.
  • Evidence: Doctor’s certificate, police/insurance report or comparable proof.

Code D – Non-compliance with requirements

  • Situation: You submit incomplete, false or late documents, or miss host deadlines.
  • Refund: 0 % (Deposit is forfeited).
  • Evidence: None accepted.

Code E – Voluntary withdrawal

  • Situation: You withdraw for any other reason (e.g., change of mind, finances).
  • Refund: 0 % (Deposit is forfeited).
  • Evidence: None accepted.

4. One‑Time Transfer Instead of Refund

Before an Admission Letter is issued, you may once move the Deposit to another wearefreemovers partner programme starting within 12 months. After an Admission Letter is issued, Code D or E applies.

5. How to Request a Refund

  1. E‑mail [email protected] with subject line “Refund Request – [Your Name] – [Decision Code]”.
  2. Attach the required evidence listed in §3.
  3. Deadline: within 30 calendar days of the triggering event (visa refusal, programme cancellation, etc.).
  4. We aim to review and reply within ten (10) business days. If you have not heard from us after that period, please follow up, your original e-mail may not have reached us.
  5. Approved refunds are processed to the original payment method (or via SEPA/WISE transfer or another mutually agreed method if the card token has expired).

6. Processing Timeline

We aim to execute approved refunds within fifteen (15) calendar days after approval.

7. Interaction With Other Promotions

This Policy concerns only the Deposit. If you later start your semester abroad and therefore qualify for the Cashback or any other promotional rebate, that separate programme, not this Policy, governs the repayment or enhancement of your Deposit.

8. Programme Modification and Termination

We may amend this Policy at any time. Material changes will take effect 14 days after posting, unless a shorter period is required to comply with law or prevent abuse. Refund requests submitted before the effective date will be assessed under the previous version.

9. Limitation of Liability

To the maximum extent permitted by law, our aggregate liability under this Policy is limited to the amount of the Deposit. We shall not be liable for indirect or consequential losses.

10. Governing Law and Jurisdiction

This Policy is governed by substantive Swiss law, to the exclusion of its conflict‑of‑law rules. Any dispute shall be submitted to the exclusive jurisdiction of the ordinary courts at our registered seat (Baar, Canton Zug, Switzerland), unless mandatory consumer‑jurisdiction provisions grant you the right to sue or be sued elsewhere.

11. Contact

Questions? Write to [email protected].

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